Client Enrollment Coordinator (Admissions / Sales)

PHW Specialty Clinic; Vienna (VA); On-site; USD 28,000 - 48,000; Part time

Benefits offered by this job

Competitive compensation with bonuses

On-site at Tysons, VA

Professional development

Job summary

PHW Specialty Clinic in Tysons, VA is seeking a Part-Time Patient Enrollment Coordinator (Admissions & Sales) to serve as the primary point of contact from initial inquiry through enrollment and onboarding. The role focuses on guiding prospective clients through PHW’s care model, evaluating options, and moving forward with services best suited to their needs.

You will conduct discovery conversations, coordinate consultations, support onboarding, and maintain ongoing communication, balancing

Qualifications

• Experience in admissions, enrollment, sales, client services or similar client-facing roles.
• Strong consultative sales and relationship-building skills.
• Excellent verbal and written communication abilities.
• Proficiency with CRM, scheduling and office software platforms.

Responsibilities

• Respond to prospective client inquiries by phone, email, and web forms.
• Conduct discovery calls and introductory consultations.
• Explain PHW services, membership options, and care pathways.
• Guide qualified prospects through the enrollment process.
• Coordinate consultations, evaluations, and onboarding activities.
• Serve as the primary client contact from inquiry through enrollment.
• Maintain a seamless, professional, concierge-level experience.
• Build rapport and trust through consultative conversations.
• Educate prospective clients on the value of personalized healthcare.

Job description

Patient Enrollment Coordinator (Admissions & Sales)

PHW Specialty Clinic | Tysons, VA | Part-Time to Start | On-Site

About PHW Specialty Clinic

PHW Specialty Clinic (www.hellophw.com) helps men and women reclaim their health through personalized, science-based, root-cause care. Combining advanced internal medicine with functional and integrative medicine, we deliver comprehensive healthcare solutions that go beyond symptom management to address the underlying drivers of health concerns.

Our mission is simple: help clients achieve optimal health, lasting wellness, and a higher quality of life through thoughtful, relationship-centered care. We value authenticity, excellence, humility, growth, service, and emotional maturity in everything we do.

Because exceptional healthcare begins with exceptional communication, we are seeking a Patient Enrollment Coordinator who can confidently guide prospective clients through one of the most important decisions of their health journey.

About the Role

The Patient Enrollment Coordinator serves as the primary point of contact for prospective clients from their initial inquiry through enrollment and onboarding.

This is a consultative admissions and sales role focused on helping individuals understand PHW's care model, evaluate their options, and confidently move forward with the services best suited to their needs.

You will conduct discovery conversations, coordinate consultations, support client onboarding, and maintain ongoing communication throughout the enrollment journey. Success in this role requires empathy, professionalism, accountability, and the ability to balance meaningful relationship-building with measurable enrollment goals.

Simply put: you are often the first impression of PHW and a key factor in whether prospective clients choose to begin care with us.

What You'll Do

Client Enrollment & Relationship Management

• Respond to prospective client inquiries by phone, email, and web forms
• Conduct discovery calls and introductory consultations
• Explain PHW services, membership options, and care pathways
• Guide qualified prospects through the enrollment process
• Coordinate consultations, evaluations, and onboarding activities
• Serve as the primary client contact from inquiry through enrollment
• Ensure a seamless, professional, and concierge-level experience
• Build rapport and trust through consultative conversations
• Educate prospective clients on the value of personalized healthcare
• Address questions and objections with confidence and professionalism
• Follow up consistently with prospective clients
• Achieve enrollment and conversion goals
• Maintain a healthy and organized sales pipeline

Operations & Administration

• Ensure intake forms and enrollment documentation are complete and accurate
• Maintain CRM, EHR, and scheduling systems
• Track key performance metrics, including call volume, consultations, conversion rates, and enrollments
• Collaborate closely with clinical and administrative teams
• Support scheduling and maximize consultation availability
• Identify trends and opportunities to improve the client journey

Performance Expectations

This role includes clearly defined performance objectives and accountability metrics.

Successful candidates will:

• Convert at least 75% of qualified introductory appointments into VIP Membership enrollments or Breakthrough Consultation bookings
• Consistently manage and follow up with prospective clients
• Maintain accurate records and enrollment data
• Deliver a concierge-level client experience throughout the enrollment process

Our enrollment standards are achievable because our leads are highly qualified and primarily consist of individuals actively seeking PHW's services. We enroll only those clients whom our clinical team believes we can genuinely help.

What We're Looking For

Required Qualifications

• Experience in admissions, enrollment, sales, client services, healthcare coordination, or a similar client-facing role
• Strong consultative sales and relationship-building skills
• Excellent verbal and written communication abilities
• Proven ability to manage multiple priorities and follow-through consistently
• Comfort discussing financial commitments and helping clients make informed decisions
• Strong organizational skills and attention to detail
• Proficiency with CRM, scheduling, and office software platforms

Preferred Qualifications

• Experience in concierge medicine, functional medicine, integrative healthcare, wellness, or health coaching
• Medical admissions, patient coordinator, healthcare sales, or front-office experience
• Training in consultative sales, motivational interviewing, or customer success
• Experience with IntakeQ, PracticeQ, NextGen EHR, Monday CRM, ActiveCampaign, and Google Workspace
• Personal interest in wellness, preventive medicine, or root-cause healthcare

The Ideal Candidate

You will thrive in this role if you:

• Build trust quickly and communicate with warmth and confidence
• Are comfortable asking for commitment and handling objections professionally
• Follow systems and processes consistently
• Welcome coaching and implement feedback quickly
• Remain calm, compassionate, and solution-oriented under pressure
• Take ownership of results and enjoy working toward measurable goals

What We Offer

• Opportunity to make a meaningful impact in clients' lives
• Collaborative and mission-driven team environment
• Professional growth and development opportunities
• Exposure to advanced functional, integrative, and personalized medicine
• Competitive compensation with performance-based incentives
• A culture centered on service, excellence, and continuous improvement

If you're passionate about helping people take control of their health and excel at building trusted relationships, we'd love to hear from you.