CONCIERGE PRACTICE COORDINATOR
ABOUT THE ROLE
We're seeking a highly organized, compassionate, and service-oriented professional to serve as the heart of our concierge medical practice. This unique hybrid role combines front desk operations, medical assisting, and office management to create an exceptional patient experience from the moment a patient joins our practice.
As the first and last point of contact for every patient, you'll play a critical role in delivering a personalized, high-touch experience while supporting the physician in providing outstanding clinical care. You'll build meaningful relationships with patients, anticipate their needs, and ensure every interaction reflects the elevated level of service our concierge practice is known for.
This role is ideal for someone who enjoys wearing many hats, thrives in a fast-paced environment, and takes pride in creating seamless experiences for both patients and providers.
RESPONSIBILITIES
Responsibilities may include, but are not limited to:
PATIENT EXPERIENCE
- Welcome patients and provide a warm, personalized check-in and check-out experience.
- Build lasting relationships with patients and serve as a trusted point of contact.
- Ensure every patient interaction reflects a concierge-level standard of hospitality and service.
- Coordinate scheduling for in-person and virtual appointments.
- Proactively communicate with patients before and after appointments to answer questions, coordinate follow-up care, and ensure outstanding service.
- Resolve patient concerns with empathy, professionalism, and urgency.
CLINICAL SUPPORT
- Room patients and prepare exam rooms.
- Obtain and document vital signs, medical history updates, and other clinical information.
- Prepare patients for examinations and assist the physician during procedures when appropriate.
- Perform point-of-care testing and other clinical duties within scope of practice.
- Maintain exam rooms, clinical supplies, and equipment.
ADMINISTRATIVE & INSURANCE SUPPORT
- Assist patients with understanding out-of-network billing and reimbursement processes.
- Prepare superbills and help patients navigate insurance reimbursement questions.
- Complete prior authorizations for medications, imaging, and specialty services.
- Process prescription refill requests and coordinate with pharmacies.
- Maintain accurate medical records within the electronic health record (EHR).
OFFICE MANAGEMENT
- Oversee day-to-day office operations to ensure the practice runs smoothly.
- Manage inventory and ordering of medical and office supplies.
- Coordinate vendor relationships, equipment maintenance, and office logistics.
- Maintain a clean, organized, and welcoming office environment.
- Identify opportunities to improve workflows, efficiency, and the overall patient experience.
- Support practice launches, events, and other operational initiatives as needed.
PHYSICIAN SUPPORT
- Anticipate the physician's needs and proactively remove operational burdens.
- Coordinate daily schedules and ensure clinic flow stays on track.
- Assist with patient follow-up, referrals, and care coordination.
- Partner closely with the physician to continuously elevate the practice experience.
QUALIFICATIONS
- 3+ years of experience in a medical office, concierge practice, or other patient-facing healthcare setting.
- Medical Assistant certification preferred where applicable.
- Experience with electronic health records (Athenahealth experience is a plus).
- Experience with prior authorizations and insurance coordination.
- Familiarity with out-of-network reimbursement and concierge medicine is a plus.
- Strong organizational and multitasking skills with exceptional attention to detail.
- Outstanding written and verbal communication skills.
- Comfortable working independently in a small, collaborative practice environment.
- Passion for delivering exceptional customer service and building meaningful patient relationships.
WHAT MAKES SOMEONE SUCCESSFUL
The ideal candidate is:
- Warm, polished, and genuinely enjoys caring for people.
- Proactive and anticipates needs before they're expressed.
- Calm under pressure and able to juggle competing priorities.
- Highly organized and dependable.
- Comfortable with both clinical and administrative responsibilities.
- A strong communicator who builds trust with patients and teammates.
- Obsessed with creating exceptional experiences and continuously improving how the practice operates.
BENEFITS
- Competitive compensation
- Medical, dental, and vision insurance
- Paid Time Off
- Paid holidays
- Opportunity to work in an innovative, physician-led concierge practice that prioritizes meaningful patient relationships and exceptional care