A Clinical Coordinator coordinates operations and oversees medical assisting staff in a clinic or medical department. Responsibilities include supervision of day-to-day operations, management of business aspects, HR duties within the team.
Patient Coordinator / Front Desk & Referral Development Specialist Saphena Vein Clinic & Wellness CenterCentral Florida / Altamonte Springs, Florida Position Patient Coordinator /
Front Desk & Referral Development Specialist Employment:
Full-TimeSchedule:
Monday-Friday, clinic hours based on practice schedule
Compensation:
$21-$23/hour, depending on experience
Performance Incentive:
Additional monthly/quarterly bonus opportunity based on patient scheduling, lead conversion, patient retention, and referral-development goals
Reports To:
Practice Owner / Medical Director and Practice Manager About Saphena Vein Clinic & Wellness Center Saphena Vein Clinic & Wellness Center is a physician-owned vein and wellness practice serving patients in Central Florida. We provide comprehensive evaluation and treatment of venous disease, including diagnostic venous ultrasound and minimally invasive vein procedures. The practice also offers advanced aesthetic and wellness services, including treatments utilizing InMode technology. We are a growing practice looking for a highly motivated Patient Coordinator / Front Desk & Referral Development Specialist who wants to play an important role in building the patient experience and helping grow the practice. This is not simply a receptionist position. The ideal candidate is personable, organized, confident speaking with patients, comfortable discussing services and scheduling, and motivated by measurable results. Position Summary The Patient Coordinator will be responsible for providing an exceptional first impression and patient experience while helping the practice convert inquiries into scheduled consultations and procedures.
This position combines:
Front desk Patient scheduling Telephone communication Insurance and administrative coordination Lead follow-up Patient retention Sales and conversion Referral relationship development Community outreach Practice growth support The ideal candidate understands that every phone call, website inquiry, referral, and patient interaction is an opportunity to create a long-term relationship with Saphena. Primary Responsibilities 1. Front Desk & Patient Experience Greet patients warmly and professionally. Provide an exceptional patient experience from arrival through checkout. Check patients in and out. Verify demographic and insurance information. Collect copays, deductibles, balances, and applicable deposits. Maintain accurate patient information. Assist patients with forms and electronic paperwork. Answer incoming calls professionally and efficiently. Respond to patient questions within the scope of the position. Maintain a clean, organized, welcoming front-office environment. Coordinate patient flow with the physician, RVS, MA, and other clinical staff. 2. Scheduling & Appointment Management Schedule new patient consultations. Schedule venous ultrasound examinations. Schedule procedures and follow-up visits. Schedule wellness and aesthetic consultations. Confirm upcoming appointments. Manage cancellations and rescheduling. Maintain an organized provider schedule. Identify opportunities to fill cancelled appointments. Maintain appropriate appointment reminders and follow-up systems. The goal is not simply to "put patients on the schedule." The goal is to maximize appropriate appointment utilization while providing an excellent patient experience. 3. Lead Conversion & Sales The Patient Coordinator will play a major role in converting inquiries into actual patients.
Responsibilities include:
Respond promptly to new telephone, website, social media, and other marketing leads. Understand the reason for the patient's inquiry. Educate patients about the consultation process. Explain what patients can expect during their initial visit. Schedule qualified leads for consultations. Follow up with patients who have not yet scheduled. Follow up with patients who have postponed treatment. Track leads and conversion rates. Help identify barriers preventing patients from scheduling. Communicate the value of physician-led care and the Saphena patient experience. Present appropriate cash-pay services and wellness/aesthetic opportunities. Assist with treatment-package and membership discussions when appropriate. Maintain a professional, ethical, patient-centered sales approach.
Important:
This is consultative sales, not aggressive sales. We want patients to feel educated and cared for—not pressured. 4. Referral Relationship Development A major component of this position will be helping Saphena develop relationships with local healthcare providers and community organizations. The Patient Coordinator may assist with: Developing relationships with primary-care practices. Developing relationships with OB/GYN practices. Developing relationships with cardiology practices. Developing relationships with dermatology practices. Developing relationships with podiatry practices. Developing relationships with orthopedic practices. Developing relationships with concierge and wellness practices. Maintaining communication with referring offices. Coordinating referral materials. Delivering educational materials to referring offices. Coordinating physician lunches and educational events. Tracking referral sources. Following up with referral offices. Thanking referring offices appropriately. Helping maintain a professional relationship with referral partners. The goal is to make Saphena a trusted local resource for patients with venous disease. 5. Referral Tracking The Patient Coordinator will maintain accurate referral-source information.
Track:
Referring physician/practice Number of referrals Consultation scheduled Consultation completed Treatment scheduled Treatment completed Revenue generated when appropriate Follow-up/referral activity The practice should be able to identify which referral relationships are producing the greatest number of appropriate patients. 6. Patient Follow-Up & Retention The Patient Coordinator will assist with patient retention and reactivation.
This includes:
Following up with patients who did not schedule treatment. Calling patients who cancelled. Contacting patients who have not completed recommended follow-up. Encouraging appropriate return visits. Assisting with post-consultation scheduling. Requesting reviews from satisfied patients according to practice policy. Maintaining patient communication and service standards. 7. eClinicalWorks (eCW) Experience with eClinicalWorks is strongly preferred, but not required.
Experience should ideally include:
Patient registration Appointment scheduling Check-in/check-out Insurance information Patient messaging Documentation Referral management Electronic forms Basic EMR navigation Candidates with experience using another major EMR may also be considered. eCW experience is a plus, but we are more interested in finding someone who is excellent with patients, organized, technology-comfortable, and capable of learning quickly. 8. Administrative Responsibilities Maintain accurate patient records. Scan/upload documents as required. Assist with referral documentation. Assist with insurance authorization processes as directed. Communicate with insurance companies and referring offices when appropriate. Maintain front-office supplies. Assist with daily opening and closing procedures. Assist with cash/check/credit-card reconciliation. Follow practice policies and procedures. Maintain patient confidentiality and HIPAA compliance. Assist the Practice Manager with administrative projects. 9. Sales & Performance Expectations Because this position directly contributes to practice growth, performance will be measured using objective metrics.
Potential KPIs include:
Patient Acquisition Number of new patient inquiries Number of consultations scheduled Lead-to-appointment conversion rate Appointment show rate Patient Conversion Consultation-to-treatment conversion Number of procedures scheduled Appropriate package conversion Referral Development Number of referring offices contacted New referral relationships Referral volume Referral-to-consultation conversion Patient Experience Patient satisfaction Review generation Response time Scheduling accuracy Administrative Performance Schedule utilization Insurance information accuracy Collections Documentation accuracy Ideal Candidate We are looking for someone who is: Warm and personable Highly organized Confident Professional Motivated Comfortable discussing money and services Comfortable asking for the appointment Comfortable following up with patients Comfortable with sales Excellent on the telephone Strong with relationship building Comfortable networking with medical offices Detail-oriented Reliable Comfortable learning technology Able to multitask in a busy medical environment The ideal candidate will naturally say: "Let me see how I can help you." rather than simply: "We're booked." Preferred Qualifications Preference will be given to candidates with: 2+ years of medical front-office experience Medical scheduling experience Experience in a vein, vascular, dermatology, plastic surgery, med spa, wellness, or other specialty practice eClinicalWorks experience EMR experience Insurance verification experience Referral coordination experience Medical sales experience Patient conversion experience Strong telephone skills Experience developing physician/referral relationships Experience working with cash-pay services Experience with cosmetic/aesthetic services Education & Experience High school diploma or equivalent required. Associate degree or additional healthcare/business education preferred. Prior medical-office experience strongly preferred. Experience in sales, healthcare marketing, referral development, or patient coordination is highly desirable. Compensation & Growth Opportunity Starting compensation: $21-$23/hour, based on experience and qualifications.
Performance incentives:
Eligible employees may receive additional compensation based on measurable performance, including: New patient conversion Appointment show rate Treatment scheduling Referral growth Patient retention Other practice growth metrics The practice intends to create opportunities for advancement as it grows.
Potential future positions include:
Senior Patient Coordinator Referral Development Coordinator Aesthetic/Wellness Coordinator Practice Manager Why Join Saphena? This is an opportunity to join a growing physician-owned practice during its early development. The person hired for this position will have an opportunity to help establish: The culture of the practice The patient experience The referral network The front-office systems The lead-conversion process The growth strategy We are looking for someone who wants to build something, not simply fill a front-desk position. How to Apply Please submit a resume along with a brief description of: Your medical-office experience Your experience with EMR systems, including eClinicalWorks if applicable Your experience with patient scheduling and insurance Your experience with sales or patient conversion Your experience developing physician/referral relationships Why you believe you would be a strong fit for a growing vein and wellness practice Saphena Vein Clinic & Wellness Center is an equal opportunity employer.
