Front Desk Coordinator

bVital Park City•Park City, UT

8d•Onsite

About The Position

The Front Desk Coordinator is the operational anchor at the front of bVital, a regenerative medicine and brain health clinic in Park City, Utah. The role supports patients navigating complex conditions, including TBI, Parkinson's, and serious chronic illness, by providing a welcoming, accurate, and responsive first point of contact. This is an administrative and operational position, not a hands-on patient care role. The coordinator keeps check-in moving, answers calls, manages tickets and patient messages, maintains accurate scheduling and records, and communicates relevant changes to the clinical and Patient Ambassador teams. The position is full-time and onsite in Park City, Utah. The normal schedule is Monday through Friday, 8:30 a.m. to 5:30 p.m.; winter hours are 9:30 a.m. to 6:30 p.m. Compensation is $25–$28 per hour. The role reports to the Practice Manager.

Requirements

Experience in a medical front desk, medical receptionist, or healthcare administrative role.
Understanding of HIPAA, professional communication, and expectations for front-of-house staff in a clinical environment.
Ability to manage phone, email, patient portal messages, and a ticketing system simultaneously.
Accurate, fast appointment scheduling experience across multiple providers, including handling conflicts and changes.
Strong written communication skills; patient emails and portal responses must be clear, warm, and professional.
Reliable documentation habits, recording interactions the same day.
Ability to manage a consistently active front desk and take ownership of patients' first impressions.
Ability to keep the clinical team informed without prompting.

Nice To Haves

Experience with Zendesk, GoHighLevel (GHL), Cerbo, or similar platforms.
Background in integrative, functional, or specialty medicine settings.
Familiarity with payment processing and basic billing workflows.
Wasatch Back residency preferred, including Park City, Heber, Midway, or Kamas.

Responsibilities

Greet and check in arriving patients, verify information, collect payments, and connect patients with the appropriate team member.
Answer inbound calls promptly and professionally, respond to questions, route clinical inquiries to the appropriate provider or MA, and document interactions.
Manage front desk check-in, checkout, and scheduling flow to prevent bottlenecks.
Schedule and reschedule appointments across multiple providers and program types accurately.
Manage incoming emails, intake forms, and scheduling requests through GHL and other platforms.
Collect and process checkout payments, reconcile as needed, and flag billing discrepancies.
Maintain accurate, up-to-date patient records in the EMR and meet administrative documentation standards.
Triage, respond to, escalate, and close Zendesk tickets with same-day follow-through.
Respond to patient portal messages and email inquiries accurately, warmly, and promptly.
Route clinical questions and non-urgent medical inquiries to the appropriate provider or Patient Services team member and relay responses to patients.
Keep the clinical team informed about schedule changes, late arrivals, and front desk issues that affect patient flow or the day's plan.
Coordinate with the Patient Ambassador team on patient arrivals and ensure smooth handoffs from check-in to the clinic floor.
Support the virtual MA or Patient Services Coordinator with administrative overflow as needed.