Patient Experience Coordinator

The Patient Experience Coordinator serves as the first point of contact for patients, research participants, visitors, and vendors across Be Well Clinical Studies and Be Well Memory & Infusion.

This role ensures a professional, welcoming, and well-organized clinic environment while supporting daily scheduling, patient flow, and administrative operations. The Patient Experience Coordinator plays a key role in maintaining efficiency, communication, and consistency across service lines.

This position is ideal for someone who is organized, personable, dependable, and comfortable working in a fast-paced healthcare setting.

Key Responsibilities

Patient & Participant Experience

• Greet and assist patients, research participants, and visitors in a professional and welcoming manner

• Serve as the primary front-desk contact for incoming calls, emails, and inquiries

• Check patients and participants in and out using clinic systems

• Collect identification, insurance cards, and required documentation

• Process copays and payments accurately and securely

• Maintain a clean, organized, and patient-ready lobby environment

Scheduling & Administrative Support

• Schedule provider and infusion appointments

• Assist with research participant scheduling and visit coordination

• Confirm appointments and conduct follow-up calls as needed

• Prepare and distribute intake paperwork and required forms

• Document interactions in electronic systems accurately

• Escalate clinical, coding, or billing questions to appropriate team members

Clinic Operations Support

• Prepare the clinic for daily operations prior to first patient arrival

• Monitor and restock front office supplies and materials

• Support vendor check-ins and scheduled visits

• Assist with patient satisfaction surveys and follow-up communication

• Support referral program processes and general outreach efforts

• Communicate workflow concerns or operational needs to leadership

Qualifications

Required

• High school diploma or equivalent

• 1 year of customer service or administrative experience

• Strong verbal and written communication skills

• Proficiency with basic computer systems and ability to learn new platforms

• Strong organizational skills and attention to detail

• Ability to multitask in a structured, patient-facing environment

• Professional demeanor and consistent reliability

Preferred

• Experience in a medical office or healthcare setting

• Experience with appointment scheduling systems or EMR platforms

• Familiarity with insurance verification and payment processing

• Interest in healthcare, infusion services, or clinical research

Key Attributes

• Friendly and approachable

• Calm and solution-oriented

• Organized and detail-driven

• Self-motivated and accountable

• Team-oriented

• Comfortable working independently throughout the day

Growth Opportunity

As Be Well Health continues to expand, this role may grow to include additional coordination and operational responsibilities based on performance and organizational needs.