Patient Care Coordinator

Hybrid Patient Coordinator

Reports to: Sales & Marketing Director & Director of Operations

WIFH is a leading concierge medical practice in Atlanta, GA, specializing in Lasers & Aesthetics. Our focus is on providing exceptional patient care and achieving outstanding results. With over 90 years of combined laser experience, our team is dedicated to excellence, innovation, and ensuring patient safety.

The Hybrid Patient Coordinator is a dual-function role combining patient-facing responsibilities with sales, marketing, and administrative support. This position plays a key role in delivering a seamless, positive experience for new and existing patients while also contributing to the success of our marketing and sales initiatives. The Hybrid Patient Coordinator will split time between front desk operations and sales/marketing coordination, ensuring efficiency across both areas.

Key Responsibilities

Patient Experience & Front Desk Operations

• Serve as the first point of contact for patients in person, over the phone, and via email, delivering an exceptional first impression.
• Build rapport with patients, ensuring a welcoming, calm environment at all times.
• Schedule appointments efficiently to optimize provider time and treatment room utilization.
• Maintain accurate patient records in our EMR system (PatientNow), including procedures, outcomes, and medical details.
• Create invoices and quotes, process payments, and manage patient balances.
• Scan, file, and manage confidential patient documents, including consent forms through DocuSign.
• Maintain the reception area, restock products on displays, and ensure common areas are tidy.

Sales & Marketing Support

• Manage and follow up on leads via RAMP (CRM software) and track patient conversions.
• Assist with patient consultations, providing procedure and product education to drive sales.
• Administer weekly and monthly sales/marketing reports and track service line performance.
• Monitor PatientNow analytics to identify patterns and opportunities for sales strategies.
• Support target marketing campaigns, including weekly Mailchimp email marketing.
• Conduct market research, forecast revenue, and assist in budget development for service lines.
• Collaborate with the Sales & Marketing Director on promotions, events, and special projects.

Administrative & Cross-Functional Support

• Work closely with both the Operations and Sales teams to ensure a smooth workflow.
• Manage charitable donation requests.
• Participate in cross-department initiatives to improve patient experience and operational efficiency.
• Perform other administrative and support duties as assigned.

Qualifications

• 2–3+ years of sales and/or customer service experience, preferably in a medical, spa, or aesthetics setting.
• Friendly, energetic personality with strong interpersonal skills.
• Excellent verbal, written, and communication abilities.
• Highly organized with strong time and workload management skills.
• Ability to work autonomously, prioritize multiple assignments, and adapt quickly to shifting needs.
• Self-starter with a goal-oriented mindset and creative problem-solving abilities.
• Comfortable balancing both patient-facing and administrative/marketing responsibilities.