Patient Experience Coordinator

Weiler Plastic Surgery Group; Covington (LA); On-site; USD 30,000 - 42,000; Full time

Job summary

Weiler Plastic Surgery Group in Covington, LA seeks a Patient Experience Coordinator to greet patients, manage check-in/out, answer calls, and schedule appointments, delivering concierge-level service in a medspa/healthcare setting.

You will assist with billing, EMR documentation, and patient education on pricing and promotions, while maintaining professionalism, empathy, and accuracy in a fast-paced office.

Qualifications

• High school diploma or equivalent is required.
• 1–2+ years in medical office or hospitality/customer service.
• Familiarity with EMR systems and Google tools.
• Ability to multitask in a fast-paced environment.

Responsibilities

• Greet patients and visitors warmly, creating a friendly and professional first impression.
• Check patients in and out efficiently.
• Answer multi-line phone systems with courteous, professional demeanour.
• Schedule, confirm, and reschedule appointments as requested.
• Provide information on clinic services, policies, and procedures.
• Deliver concierge-style service tailored to patient needs and concerns.
• Maintain calm, empathetic, and solution-oriented interactions.
• Ensure accurate EMR documentation and data entry.
• Perform general clerical tasks including scanning, faxing, and mail handling.
• Process payments, explain and enroll in rewards programs and promotional offers.

Skills

Customer service

Communication

Empathy

Professionalism

Multitasking

Problem-solving

Interpersonal skills

Attention to detail

Education

High school diploma or equivalent

Tools

EMR systems

Google Workspace

Job description

The Patient Experience Coordinator serves as the first point of contact for patients and visitors, setting the tone for a positive and welcoming medspa & healthcare experience. This role combines administrative efficiency with exceptional customer service to ensure seamless patient interactions—from answering phones and scheduling appointments to checking patients in and out. A strong focus on communication, empathy, and professionalism is essential in delivering concierge-level service that supports patient satisfaction and loyalty.Role and ResponsibilitiesGreet patients and visitors warmly, creating a friendly and professional first impression.Efficiently check patients in and outAnswer multi-line phone systems with a courteous, professional demeanor & concierge service.Schedule, confirm, and reschedule appointments as requested.Provide information and support related to clinic services, policies, and procedures.Deliver high-touch, concierge-style service tailored to patient needs and concerns.Proactively address patient questions or issues, escalating to appropriate staff when necessary.Maintain a calm, compassionate, and solution-oriented approach in all interactions.Ensure accurate and timely documentation in the electronic medical record (EMR).Assist with managing waiting room flow and communication between staff.Perform general clerical tasks including scanning, attaching paperwork, faxing, and handling incoming/outgoing mail.Accurately process payments, including balances, rewards programs and 3rd party payment plans.Explain and enroll patients in applicable rewards programs and promotional offers.Assist patients in understanding their financial responsibilities and payment options.Troubleshoot billing concerns or patient questions with clarity and care.Keep updated knowledge of the practice's pricing, promotions, financial policies, and financial offerings.Minimum Education and Experience RequirementsHigh school diploma or equivalent (required)Preferred Education or Experience1-2+ years of experience in a medical office or hospitality/customer service role1-2 years of aesthetic and/or medspaStrong interpersonal, communication, and problem-solving skillsFamiliarity with EMR systems and GoogleAbility to multitask in a fast-paced environment with grace and efficiencyKnowledge, Skills, and AbilitiesKnowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.The ability to communicate information and ideas in speaking so others will understand as well as verbal comprehension when receiving information.Able to provide and receive information effectively and professionally.Professionalism and confidentiality.Positive Attitude and willingness to support the success of the entire office.Physical RequirementsProlonged periods sitting at a desk and working on a computer.Must be able to lift up to 15 pounds at a time.