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.
Health & Wellness is a modern, patient-centered med spa in Butte, Montana, offering integrative wellness, hormone health, medical weight management, aesthetic treatments, advanced skincare services, and thoughtfully selected retail products. We are seeking a warm, organized, and highly motivated Patient Care & Front Office Coordinator to help create an exceptional experience for every person who walks through our doors. This individual will serve as the welcoming face of COVE while supporting the daily administrative, operational, and promotional needs of our growing practice. This is an ideal position for someone who enjoys working with people, takes pride in creating a polished and welcoming environment, interested in skincare/wellness and naturally notices what needs to be done. We are looking for a dependable self-starter who can take initiative, solve problems, and work independently while also collaborating closely with our providers and team. Responsibilities Warmly welcome patients and guests and create a professional, elevated experience from arrival through checkout. Answer phone calls, text messages, emails, and patient inquiries in a timely and professional manner. Schedule, confirm, reschedule, and coordinate appointments across multiple providers and service categories. Assist patients with registration, electronic forms, consent forms, and general questions. Accurately check patients in and out, collect payments, issue receipts, and reconcile daily transactions. Maintain patient information and documentation within the electronic medical record and scheduling system. Protect patient privacy and maintain strict confidentiality in accordance with HIPAA requirements. Communicate clearly with providers and team members to support efficient patient flow and daily clinic operations. Learn COVE's services, skincare products, promotions, and membership or treatment options in order to answer questions and make appropriate recommendations. Support retail sales, restocking, product displays, and inventory tracking. Monitor office, retail, and clinical supply levels and assist with ordering and organization. Help maintain a clean, organized, welcoming, and presentation-ready front office and shared clinic environment. Assist with social media content, clinic promotions, photography or video, and basic marketing projects. Help coordinate patient events, promotions, and other COVE community projects. Identify workflow needs, follow through on tasks, and proactively address problems without requiring constant direction. Perform additional administrative and operational duties as needed in a growing small-business environment. Qualifications Previous experience in a medical office, wellness clinic, aesthetics practice, spa, hospitality, retail, or other customer-facing environment is preferred. Experience with scheduling software, electronic medical records, point-of-sale systems, or office technology is helpful; training will be provided. Excellent communication, customer service, and telephone skills. Strong organizational skills and attention to detail. Ability to manage interruptions and multiple priorities while remaining calm, professional, and friendly. Dependable, punctual, trustworthy, and able to follow through consistently. Comfortable handling payments, confidential information, and sensitive patient situations with professionalism and discretion. Confident using computers, email, social media, and learning new software. An interest in wellness, aesthetics, and skincare. High school diploma or equivalent required Why You'll Love Working at COVE This is a fun, fast-paced, and highly varied position for the right person. No two days are exactly the same—you may be welcoming patients, helping someone select skincare, creating social media content, preparing for an event, organizing new inventory, or helping bring a new COVE idea to life. You'll work in a beautiful, positive environment surrounded by wellness, aesthetics, skincare, and a supportive team that genuinely cares about the experience we create. This is an opportunity to use both your organizational and creative strengths while becoming an important part of a growing local business. Our ideal candidate is outgoing, dependable, detail-oriented, and excited to contribute. They take ownership of their role, bring positive energy to the clinic, and naturally notice what needs attention. They are comfortable working independently, but also love being part of a collaborative team. This is much more than a traditional front desk position. For the right person, it is an engaging and rewarding role with the opportunity to grow alongside COVE.
Job Type:
Full-time, in person
Pay:
$18.00-$23.00 per hour, based on relevant experience and demonstrated ability
Pay:
$18.00 - $22.00 per hour
Benefits:
Employee discount Flexible schedule Opportunities for advancement Wellness program
