What are the responsibilities and job description for the Wellness Clinic Front Desk Coordinator position at Ovilla Medical?
ABOUT US
Ovilla Medical Wellness is a modern, patient-centered clinic offering IV therapy, NAD treatments, Weight loss programs, aesthetics, and integrative care. We are a growing, results-driven team that takes pride in delivering a warm, personalized experience to every client who walks through our doors.
We are looking for a reliable, upbeat, and organized Front Desk Coordinator who genuinely loves connecting with people and thrives in a fast-paced wellness environment.
ROLE SUMMARY
As the first face clients see and the first voice they hear, you set the tone for the entire visit. You will manage the day-to-day flow of the front desk, support our clinical and marketing teams, and play an active role in converting leads into booked appointments. This is more than a receptionist role —you are a key part of how we grow and retain our client base.
KEY RESPONSIBILITIES
Client Experience & Front Desk Operations
- Greet every patient with warmth, professionalism, and a welcoming attitude
- Manage appointment scheduling, confirmations, and check-ins via EMR system (Boulevard preferred; Symplast, Kareo, or Jane experience also accepted)
- Operate the EMR for charting, intake forms, billing, and payment processing
- Answer incoming calls, respond to voicemails, and route messages promptly
- Maintain a clean, organized, and inviting front desk and waiting area
- Collect and verify patient intake forms; process payments accurately
Lead Management & Marketing Collaboration
- Follow up with incoming leads via text, phone, and email in a timely manner
- Qualify and book leads into appropriate consultations or service appointments
- Collaborate with the content marketing team to keep track of active leads and ensure no one falls through the cracks
- Assist with basic social media content creation, posting, and client engagement
- Support light marketing tasks such as newsletters, promotions, and event coordination
Team & Administrative Support
- Support clinical staff with administrative and operational tasks as needed
- Maintain patient confidentiality and HIPAA compliance at all times
- Contribute to a positive, team-oriented workplace culture
QUALIFICATIONS
- 1 year of front desk or administrative experience; medical, med spa, or wellness clinic preferred
- Experience with EMR/practice management software — Boulevard strongly preferred; Symplast, Kareo, Jane, or MedSpa4 also accepted
- Strong customer service skills with a naturally warm and professional demeanor
- Excellent verbal and written communication; confident on the phone and via text
- Comfortable with basic social media platforms (Instagram, Facebook, TikTok)
- Bonus: Experience in content creation, lead follow-up, or digital marketing
- Bilingual a plus — English/Spanish or English/Chinese highly valued
- Organized, proactive, and able to multitask without dropping the ball
SCHEDULE
- Part-time or Full-time
- Flexibility for working days (clinic open weekdays and weekends)
WHAT WE OFFER
- Competitive hourly pay
- Employee discounts on clinic services and products
- Growth opportunities within an expanding wellness brand
- A supportive, team-oriented work culture where your contributions are recognized
Pay: $20.00 - $25.00 per hour
Benefits:
- Employee discount
Work Location: In person
Salary : $20 - $25