Patient Experience Coordinator (Concierge Functional Medicine) 34 hours/week | 7 AM - 4:30 PM | Onsite | 4 days/week (Fridays Off) Wisconsin Institute of Functional Medicine (WIFM) is seeking a Patient Experience Coordinator . This role is the conductor of the clinic. You are the calm in the busy moments, the welcoming face patients remember, and the steady presence that helps providers do their best work. You don't just "check people in" — you orchestrate the flow of the clinic , anticipate needs, and create an experience where patients feel genuinely cared for from the moment they walk in. If you love people, notice details others miss, and can hold warmth and professionalism even on challenging days, this role may be for you. Our Core Values

RELIABILITY

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TEAMWORK

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INTEGRITY

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PATIENTS FIRST

We do what we say we'll do, support one another, and serve with excellence. Who Thrives in This Role This role is for you if you... Are genuinely a people person — not performative, but sincere Can stay calm, kind, and professional even when you're internally stressed Notice details, patterns, and energy in a room Enjoy juggling multiple priorities without losing warmth Take pride in creating order, flow, and a welcoming environment Understand that how you make people feel matters as much as what you do Take ownership instead of waiting to be told what to do Welcome feedback and see it as an opportunity to grow Believe meaningful work requires both compassion and accountability Are motivated by being part of a mission bigger than yourself Want to build a career and contribute to something meaningful, not simply punch a clock How You'll Support Our Patients As a Patient Experience Coordinator at WIFM, you'll be a vital part of the care journey — managing day-to-day front office operations while also shaping how our patients feel from the moment they reach out to the moment they leave. Clinic Flow & Coordination Orchestrate patient check-in and check-out with warmth, efficiency, and clarity Maintain awareness of what's happening across providers, schedules, and rooms Anticipate bottlenecks and proactively help keep the day running smoothly Communicate in real time with providers, nurses, and PSRs to support clinic flow Schedule Mastery Deeply understand how each provider schedules and works Help manage schedule adjustments, late arrivals, cancellations, and add-ons Protect provider time while still prioritizing patient experience Know which patients need extra support, flexibility, or clear guidance Patient Experience Be the welcoming, grounding presence at the front of the clinic Greet patients by name and help them feel seen and cared for Answer questions, provide guidance, and calmly handle concerns or confusion Maintain a positive, professional demeanor — even on busy or stressful days Front-of-House Leadership Set the tone for professionalism, kindness, and composure at the front desk Support teammates during high-volume or challenging moments Hold standards around communication, organization, and follow-through Be a steady, solutions-oriented presence when things don't go as planned Skills & Abilities for Success Bring a steady, confident presence to every interaction Navigate complexity, competing priorities, and constant motion with grace Stay composed, warm, and communicative under pressure Anticipate patient and provider needs to elevate the overall experience Carry yourself with polish, professionalism, and emotional intelligence Are energized by service and naturally uphold a high standard Balance kindness with boundaries while protecting clinic flow Ability to work independently and take ownership of responsibilities Commitment to a clean, courteous, and professional workplace Experience & Qualifications 3+ years of experience in customer service, healthcare, hospitality, wellness, administrative support, scheduling, or other service-oriented roles. Strong verbal communication and emotional intelligence Comfort managing schedules, systems, and multiple moving parts Clear, compassionate communication — written and verbal Professional, warm demeanor with strong boundaries A collaborative spirit and the ability to take initiative Ability to adapt quickly and stay composed in a dynamic environment Familiarity with functional medicine is a plus, but not required — curiosity and a growth mindset matter more

Pay:

$20.00 - $24.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Describe a moment where you had to juggle multiple demands at once. How did you prioritize and respond? Tell us about a time you created an exceptional experience for a patient, customer, or guest. What did you do, and why did it matter?

Work Location:

In person