Client Care Coordinator

Carmel, IN – Seeking Client Care Coordinator

Join our team as a Client Care Coordinator at MOOV Health & Wellness, where we are focused on outpacing aging through a physician-guided, personalized approach to wellness. In this role, you will deliver an elevated, concierge-level client experience while actively driving revenue. If you’re passionate about wellness and want to make a meaningful impact on people’s lives, we’d love for you to join our team.

• Welcome members and guests into the facility, ensuring their first interactions are warm, genuine, and efficient.
• Answer patient and client inquiries in a timely and polite manner; either respond to inquiry or direct the caller to appropriate personnel while entering appropriate clerical notation into the documentation record (EHR, patient relationship manager, or booking software).
• Help members understand the benefits of each service.
• Provide a smooth startup for members on any equipment/service for which they are scheduled that day (i.e., Cryotherapy, Boost Pod, Compression, etc.).
• Maintain operations by following policies and procedures; reporting needed changes.
• Accurately document appointments, notes, and sales in Zenoti.
• Process payments, retail, memberships, and package sales correctly.
• Maintain confidentiality and HIPAA compliance at all times.
• Assist with daily reports, sales tracking, and front desk metrics.
• Know the retail range to assist with questions about the relevance and use of products.
• Protect patients’ and clients’ rights by maintaining confidentiality of personal and financial information. Serve as an expert concierge, preempting clients’ needs where practical and providing education on products and services.
• Verify consent forms, intake forms, and ensure a seamless handoff to clinical staff.
• Coordinate treatment flow to minimize wait times and maximize efficiency.
• Assist in daily center operations including opening and closing the center and maintaining a facility that is cared for and enticing.
• Educate clients on MOOV services, wellness programs, and treatment benefits.
• Convert consultations into booked services and packages.
• Confidently recommend add-ons, upgrades, and complementary treatments.
• Promote memberships, prepaid packages, and long-term wellness plans.
• Follow up with leads, missed opportunities, and post-treatment check-ins.
• Track personal sales performance and actively work toward monthly revenue goals.
• Send appropriate test kits, equipment, documents etc., to clients within 1 business day as directed by Provider.
• Support clients in understanding treatment plans and recommended protocols.
• Reinforce provider recommendations to increase treatment adherence.
• Schedule follow-up visits and ongoing care plans.
• Build long-term relationships with clients through consistent communication.
• Act as a liaison between providers, nurses, and clients to ensure continuity of care.
• Meet or exceed monthly sales and membership/package conversion goals.
• Help organize and participate in promotional events or community outreach activities.
• Celebrate, create, and collect customer testimonials, before/after transformations, and stories to highlight MOOV methodologies and facilitate business growth.

• High School Diploma or GED equivalent required.
• Minimum two (2) years of experience in a medspa, medical office, luxury retail, or high-touch sales environment required.
• Proven sales experience with the ability to confidently close packages and memberships required.
• Previous customer facing experience required.
• Lifestyle Medicine, Functional Medicine, Integrative Medicine Certification preferred.
• Procedure Medical Aesthetics Training preferred.
• Experience in Med Spa, Health & Wellness preferred.
• Technological literacy to use various digital and virtual care platforms.
• Interest in health, wellness, and fitness.
• Ability to work flexible hours, including evenings and weekends as needed.
• Excellent verbal and written communication skills to effectively interact with staff, clients, and stakeholders.
• Strong customer service orientation, with the ability to deliver exceptional experiences and build client relationships.
• Exceptional…