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

2+ 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