Customer Care Representative

The Customer Care Representative is the primary point of contact for patients, responsible for delivering a high-touch, concierge-style experience. This role focuses on patient communication, scheduling, and front desk coordination while supporting daily operations to ensure a smooth, organized, and professional patient journey. This role exists to make sure every patient feels supported and taken care of, while keeping communication, scheduling, and clinic flow running smoothly.

• Patient Communication & Experience
  • Serve as the first point of contact via phone, text, and email with a professional and empathetic approach.
  • Respond to all patient inquiries in a timely, organized manner.
  • Provide clear and accurate information about services, programs, and pricing.
  • Maintain a positive, supportive tone aligned with clinic standards.
• Scheduling & Appointment Management
  • Schedule, confirm, and reschedule patient appointments efficiently.
  • Monitor daily schedule and track patient arrivals.
  • Follow up with late or missed patients and update appointment status.
  • Ensure provider availability is accurate and properly reflected in the calendar.
• Front Desk & Patient Flow
  • Greet and check in patients, ensuring a welcoming and smooth experience.
  • Assist new patients with onboarding, paperwork, and initial setup.
  • Help maintain clinic flow by coordinating with team members and minimizing wait times.
• Administrative & Operational Support
  • Maintain accurate, organized, and up-to-date patient records.
  • Process payments and assist with general billing questions.
  • Support internal documentation, reporting, and workflow processes.
  • Help maintain a clean, organized, and fully stocked front office.
• Patient Support & Retention
  • Address patient concerns and escalate when appropriate.
  • Build strong relationships with patients to support retention and satisfaction.
  • Follow up with patients after cancellations, no‑shows, or missed communication.
• Team Collaboration
  • Communicate clearly with providers, health coaches, and management.
  • Provide updates on patient status and scheduling changes.
  • Support overall clinic efficiency and continuous improvement.
• Performance Expectations
  • Respond to all patient communication promptly and professionally.
  • Maintain accurate scheduling with minimal errors.
  • Ensure a smooth, organized, and positive patient experience.
  • Demonstrate strong attention to detail in documentation and workflows.
  • Take ownership of patient needs and follow through until they are resolved.

• 1–3 years of customer service experience (healthcare, med spa, or wellness preferred).
• Strong communication and interpersonal skills.
• Ability to multitask in a fast‑paced environment.
• Detail‑oriented with strong organizational skills.
• Professional, reliable, and patient‑focused mindset.

$20 - $25 hourly