Front Desk Coordinator

bVital Park City

Park City (UT)

On-site

USD 34,000 - 39,000

Full time

3 days ago

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Benefits offered by this job

Health insurance

Paid time off

401(k)

Job summary

bVital in Park City, Utah is seeking a proactive Front Desk Administrator to keep the check-in flow smooth, answer calls, process payments, and ensure patients are oriented to the right team.

You will manage scheduling across providers, handle emails and tickets, maintain accurate patient records, and coordinate with the Patient Services team to keep the clinic running efficiently.

Qualifications

Experience in a medical front desk, medical receptionist, or healthcare administrative role; understands HIPAA.
Comfort managing phone, email, portal messages, and ticketing systems simultaneously.
Accurate, fast scheduling across multiple providers without conflicts.
Strong written communication; emails and portal responses are clear and professional.
Reliable documentation practices; record interactions the same day.

Responsibilities

Greet and check in patients, verify information, collect payments, and orient patients to the right team member.
Answer inbound calls promptly and route clinical inquiries to providers or MAs.
Manage front desk flow to prevent bottlenecks in check-in, checkout, and scheduling.
Schedule and reschedule patient appointments across multiple providers with care.
Manage emails, intake forms, and scheduling requests in GHL and other platforms.
Collect and process payments at checkout; reconcile and flag billing discrepancies.
Maintain up-to-date patient records in the EMR and ensure documentation standards.
Triage Zendesk tickets, respond, and ensure same-day follow-through; respond to messages promptly.
Coordinate with the Patient Ambassador team on arrivals and handoffs; support overflow tasks.

Skills

Front desk experience

Multi-channel communication

Appointment scheduling

Written communication

Documentation habits

Tools

Zendesk

GoHighLevel (GHL)

Cerbo

Job description

Benefits

Health insurance

Paid time off

401(k)

Employment type

Employment type: Full-Time, On-Site
Location: Park City, UT
Schedule: Full time, Monday through Friday - 8:30 - 5:30 normal hours (9:30 - 6:30 winter hours)
Reports to: Practice Manager
Compensation: $25-$28 per hour

Who You Are

You are the kind of person who likes knowing exactly what is happening. Not because you need control, but because when you understand the full picture, you can make the whole machine run more smoothly. You are organized by nature. You track things. You close loops. When something is slipping, you notice before it falls.

You have worked in a front-of-house or administrative role where the day moved fast and the volume was real. Phones ringing, emails coming in, someone at the desk, someone on hold, a schedule that needs to shift. You did not get rattled. You figured out the priority and you handled it.

You are also good with people in a specific way: warm enough that a patient feels welcomed the moment they walk in, and efficient enough that you can handle check-in, answer a scheduling question, and process a payment without making anyone feel rushed. You can hold a professional, helpful tone in writing and on the phone, and you do not need to be reminded that the people contacting you are often dealing with something stressful.

What you are tired of: offices where nobody takes the front desk seriously, where the admin work is treated as low-stakes, and where dropping the ball on a call or a ticket is not a big deal. You know the front desk is where the patient experience starts, and you take that seriously.

About bVital

bVital is a regenerative medicine and brain health clinic in Park City, Utah. We work with complex patients navigating TBI, Parkinson's, and serious chronic illness. They come from across the country and often from difficult circumstances. The quality of their experience starts before they ever meet a provider: it starts with the first phone call, the first email response, the check-in at the front desk. That first impression is yours to own.

The Role

You are the operational anchor at the front of the clinic. You keep the check-in flow moving, the phones answered, the tickets resolved, and the schedule clean. You are not the primary hands-on patient care presence in the building — that is the clinical and ambassador team. You are the person who makes sure every patient is checked in correctly, every call is answered promptly, every ticket is resolved, and every schedule change is handled before it becomes a problem.

Front Desk Operations and Check-In

Greet and check in patients at arrival: verify information, collect payments, and ensure patients are oriented and connected to the right team member.

Answer inbound calls promptly and professionally: answer questions, route clinical inquiries to the appropriate provider or MA, and document every interaction.

Manage the patient-facing front desk flow throughout the day so check-in, checkout, and scheduling never create a bottleneck.

Scheduling and Administrative Support

Schedule and reschedule patient appointments across multiple providers and program types with accuracy and care.

Manage incoming emails, intake forms, and scheduling requests through GHL and other platforms.

Collect and process payments at checkout, reconcile as needed, and flag any billing discrepancies.

Maintain clean, up-to-date patient records in the EMR and ensure documentation standards is met across all administrative interactions.

Ticket and Communication Management

Manage the Zendesk ticket queue: triage, respond, upscale, and close tickets with same-day follow-through.

Respond to patient portal messages and email inquiries with accuracy, warmth, and timeliness.

Route clinical questions and non-urgent medical inquiries to the appropriate provider or Patient Services team member and communicate responses back to the patient.

Team Coordination

Keep the clinical team informed of schedule changes, late arrivals, and any front desk issues that affect the patient flow or the day's plan.

Coordinate with the Patient Ambassador team on patient arrivals so handoffs from check-in to the floor are smooth and patients are never left waiting without someone knowing they are there.

Support the virtual MA or Patient Services Coordinator with administrative overflow as needed.

Who Thrives Here

Must-haves

Experience in a medical front desk, medical receptionist, or healthcare administrative role: you understand HIPAA, professional communication, and what a clinical environment expects from front-of-house staff

Comfort managing multiple communication channels simultaneously: phone, email, portal messages, and a ticketing system, all at once

Accurate, fast scheduling experience: you have managed appointment books across multiple providers and you know how to handle conflicts and changes without creating more of them

Strong written communication: your emails and portal responses are clear, warm, and professional every time

Reliable documentation habits: you record interactions the same day, every time, no exceptions

Bonus points

Experience with Zendesk, GoHighLevel (GHL), Cerbo, or similar platforms

Background in integrative, functional, or specialty medicine settings

Familiarity with payment processing and basic billing workflows

Wasatch Back residency preferred (Park City, Heber, Midway, or Kamas area)

You thrive here if

A busy front desk with multiple things happening at once feels like a puzzle to solve, not a stressor to survive.

You take genuine ownership of the patient's first impression. What happens at the front desk reflects directly on the clinic, and you act accordingly.

You are someone the clinical team can count on to keep them informed without being prompted.

This is not the right fit if

You prefer a slow or low-volume day. The front desk at a specialty clinic is consistently active and that does not change.

Written communication is not a strength. A significant portion of this role is responding to patient messages and emails, and the quality of those responses matters.