Patient Services Coordinator/ Grassroots Marketing Coordinator is a hybrid patient-service and business-development position responsible for creating an exceptional patient experience while increasing awareness of Axiva Wellness Centers within the local community. You will serve as a primary point of contact for prospective and existing patients, help coordinate their experience from initial inquiry through follow-up, and develop relationships with local businesses, healthcare providers, fitness facilities, community organizations, and other potential referral sources. This position requires You to be personable, organized, proactive, comfortable conducting face-to-face outreach, and motivated by measurable patient-growth goals.

ESSENTIAL DUTIES, FUNCTIONS & RESPONSIBILITIES

Patient Services Coordinator Welcome patients and prospective patients in a professional, friendly, and responsive manner. Respond promptly to telephone, website, email, social media, and walk-in inquiries. Educate prospective patients about Axiva's available services, memberships, programs, pricing, and scheduling process using approved materials and messaging. Schedule consultations, treatments, follow-up visits, and recurring appointments. Assist patients with intake forms, consents, membership documents, payment arrangements, and other administrative requirements. Confirm appointments and conduct appropriate follow-up with patients who cancel, miss appointments. or do not schedule after an initial inquiry. Maintain accurate patient information, appointment notes, lead status, and follow-up activity in Zenotl and other approved systems. Coordinate with medical directors, nurse practitioners, nurses, and other clinical personnel to support an efficient patient experience. Identify appropriate opportunities to inform patients about complementary Axiva services, memberships, and programs without making clinical recommendations. Follow up with patients after consultations and services, as directed, to support satisfaction, retention, and continmty of care. Help resolve patient-service concerns promptly and escalate clinical, financial, privacy, or operational issues to the appropriate team member. Support front-desk, checkout, payment-collection, and general center operations as needed. Maintain a welcoming, organized, clean, and professional reception and patient-service environment. Participate in center meetings, training programs, promotional campaigns, and community events. Become proficient in Zenoti and all other scheduling, patient-communication, payment, and reporting systems used by Axiva. Assist with center opening and closing responsibilities, inventory support, preparation of marketing materials, and other operational duties when needed. Demonstrate ownership of the center's presentation and success, including assisting with routine tasks that contribute to a clean, organized, and patient-ready facility. Collaborate with clinical and administrative team members to accomplish shared patient-care and growth objectives. Maintain current knowledge of Axiva's services, pricing, memberships, promotions, policies, and approved marketing messages. Grassroots Marketing and Community Outreach Assist AMS with the development and maintain a structured local outreach plan designed to increase brand awareness, qualified leads, consultations, and new patients. Personally visit local businesses, fitness centers, physical therapy practices, chiropractic offices, salons, spas, medical practices, retail establishments, residential communities, employers, and other appropriate organizations within a 10-mile radius of Axiva. Introduce Axiva and its services using only approved marketing materials, talking points, promotions, and claims. Establish and maintain productive relationships with community partners and potential referral sources. Coordinate approved cross-promotional opportunities, educational events, community presentations, open houses, health fairs, pop-up events, and local sponsorships. Distribute flyers, brochures, promotional materials, and event information throughout the community. Identify opportunities for Axiva representatives and clinical professionals to provide educational presentations or participate in community events. Encourage interested individuals to schedule consultations or provide contact information for appropriate follow-up. Support patient referral, employer wellness, membership, and community-partnership initiatives. Represent Axiva at local networking events, fitness events, and community programs. Work with Axiva leadership and the marketing team to ensure local outreach supports broader advertising campaigns and organizational priorities. Provide feedback regarding local market activity, frequently asked questions, competitive offerings, patient interests, and potential partnership opportunities. Record all leads, referral sources, community contacts, outreach visits, and follow-up activities in the designated tracking system. Maintain an organized pipeline of prospective patients and community partners. Consistently follow up with leads until they schedule, decline, or request no further communication. Track the number of outreach visits, new contacts, leads, consultations, new patients, memberships, and revenue attributable to grassroots activities. Submit weekly activity reports and participate in regular performance reviews with management. Meet reasonable monthly goals established by AMS and Axiva for outreach activity, lead generation, appointment conversion, new-patient acquisition, and patient retention. Monitor the effectiveness of specific events, partnerships, and referral relationships and recommend adjustments based on results. Perform other duties reasonably assigned by AMS and Axiva based on operational growth needs.

QUALIFICATIONS & REQUIRED EDUCATION/ TRAINING

High school diploma or equivalent required; associate or bachelor's degree preferred. At least two years of experience in patient coordination, medical-office administration, hospitality, customer service, sales, business development, community outreach, or a related position preferred. Experience in wellness, aesthetics, medical weight management, hormone therapy, IV therapy, healthcare, fitness, or medical-spa services is beneficial. Strong interpersonal, telephone, written, presentation, and follow-up skills. Comfortable initiating conversations, visiting businesses, developing relationships, and asking prospective patients to schedule consultations. Ability to explain services and pricing clearly while remaining within approved nonclinical guidelines. Highly organized and able to manage appointments, leads, follow-up schedules, events, and reporting responsibilities. Valid driver's license, reliable transportation, and the ability to travel locally for outreach and events.

SKILLS & COMPETENCIES

Interpersonal Exceptional patient communication and active listening skills; ability to build rapport in a concierge setting. Professional appearance, sound judgment, discretion, reliability, and a patient-first attitude. Strong leadership skills; ability to serve as a resource to clinical staff. Self-motivated with a positive, team-oriented attitude. Ability to work independently, take initiative, and remain accountable for measurable performance goals. Flexible, adaptable to a dynamic and growing practice environment. Culturally aware and sensitive to diverse patient populations. Technology Proficient in EMR/practice management platforms (Zenoti or equivalent preferred). Comfortable with telehealth platforms for virtual patient follow-up may be required. Proficient in Microsoft Office (Word, Outlook); ability to navigate web-based clinical tools.

Pay:

$27.00 - $30.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Vision insurance Application Question(s): Do you have at least two years of experience in patient coordination, medical-office administration, hospitality, customer service, sales, business development, community outreach, or a related position? Preferred. Do you have experience in wellness, aesthetics, medical weight management, Preferred. Are you comfortable initiating conversations, visiting businesses, developing relationships, and asking prospective patients to schedule consultations? Required. Valid driver's license, reliable transportation, and the ability to travel locally for outreach and events. Do you possess a valid driver's license, reliable transportation, and the ability to travel locally for outreach and events? Required Are you proficient in EMR/practice management platforms? Required. (Zenoti or equivalent preferred). Are you proficient in Microsoft Office (Word, Outlook); ability to navigate web-based clinical tools? Required.

Education:

High school or equivalent (Required)

Work Location:

In person