Patient Service Representative

Wisconsin Institute of Functional Medicine (WIFM) is dedicated to transforming patient lives through a functional medicine approach that focuses on identifying and addressing the root causes of health issues. We emphasize teamwork, lifelong learning, and innovative practices to deliver exceptional care. Our modern facilities and technology-driven workflow create a collaborative and efficient work environment for our team.

We’re seeking a Patient Service Representative who understands the power of first impressions — and final ones too. You’ll be the first smile, the first voice, the steady presence who helps our patients feel both cared for and confident in their experience with us.

The ideal candidate brings natural confidence, a polished presence, and emotional intelligence to their role. You find satisfaction in being dependable, detail-oriented, and calm under pressure. You take initiative, communicate clearly, and take ownership of the patient experience from start to finish.

This role calls for someone who shows up as a leader in service — someone who knows how to create a five-star experience with grace, professionalism, and warmth.

Pay: $18 - $22 /Hour

Pay: $18 - $22 /Hour Type: Full-time

As a Patient Service Representative 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.

You’ll be trusted with tasks such as:

Greeting patients warmly and managing seamless check-in and check-out

Coordinating schedules across multiple providers with precision and professionalism

Responding to phone calls, emails, and walk-ins with poise and clarity

Collecting payments and maintaining accurate patient financial records

Handling prospective patient inquiries with a consultative, service-focused approach

Completing chart prep, EMR updates, and patient follow-up with care and accuracy

Keeping the reception area welcoming, polished, and guest-ready

Supporting the administrative team in creating a consistently exceptional patient flow

Maintaining HIPAA compliance and confidentiality in all interactions

Bring a steady, confident presence to your work

Handle complexity and multitasking with grace

Stay composed and communicative under pressure

Anticipate needs and find ways to elevate the patient experience

Carry yourself with warmth, polish, and professionalism

Are energized by service — and naturally represent a high standard

This role is for someone who thrives in a patient-centered environment and takes pride in delivering a truly exceptional experience.

3+ years of experience in medical reception, concierge service, or a fast-paced client-facing role

Comfort with scheduling platforms, EMRs, and multitasking in a high-expectation environment

Clear, compassionate communication — written and verbal

Professionalism and emotional intelligence

A collaborative spirit and the ability to take initiative

Familiarity with functional medicine is a plus, but not required — curiosity and a growth mindset matter more

Paid time off (PTO)

401(k) matching

4-day work week

Health insurance

Vision insurance

Work in a modern, welcoming office environment at the Wisconsin Institute of Functional Medicine, designed to foster teamwork and positivity. Our facilities include sit-to-stand desks, walking pads, and a holistic atmosphere to inspire productivity and health.

We are only accepting applications with the following:

• A cover letter explaining why we should consider you for this position.
• An updated resume highlighting your relevant experience.
• A short video (60–90 seconds) introducing yourself and answering:
  → “Why this role, and why WIFM?”
  → “Tell us about a time you went above and beyond in a customer or patient-facing role.”
• Apply with the link below.

WIFM is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or any other characteristic protected by law.