Front Desk Coordinator

bVital Park City•Park City, UT

9d•$25 - $28•Onsite

About The Position

bVital is a regenerative medicine and brain health clinic in Park City, Utah, serving patients with complex conditions including TBI, Parkinson's, and serious chronic illness. The Front Desk Coordinator is the operational anchor at the front of the clinic and owns the patient’s first impression. This is an administrative and operational role, not a hands-on patient care position. The coordinator keeps check-in moving, answers calls, resolves tickets, maintains accurate records, and manages schedule changes so patients and the clinical team are supported throughout the day. The role includes greeting and checking in patients, verifying information, collecting payments, scheduling appointments across providers and programs, managing email and intake requests, maintaining patient records in the EMR, and handling patient communications through phone, email, portal, and ticketing channels. The coordinator also communicates schedule changes and front-desk issues to the clinical team, coordinates patient arrivals with the Patient Ambassador team, and provides administrative overflow support as needed. Performance is measured by check-in accuracy and flow, call and ticket response time, scheduling accuracy, and the quality of patient-facing communication.

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 multiple communication channels simultaneously, including phone, email, portal messages, and a ticketing system.
Accurate and fast scheduling experience, including managing appointment books across multiple providers and handling conflicts and changes.
Strong written communication skills, including clear, warm, and professional email and portal responses.
Reliable same-day documentation habits.
Ability to work in a consistently active, busy front-desk environment and manage multiple tasks at once.
Genuine ownership of the patient’s first impression and 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 patients, verify information, collect payments, and ensure patients are oriented and connected to the appropriate team member.
Answer inbound calls promptly and professionally, respond to questions, route clinical inquiries to the appropriate provider or medical assistant, 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 documentation standards for administrative interactions.
Manage the Zendesk ticket queue by triaging, responding, escalating, and closing 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 communicate responses to patients.
Keep the clinical team informed about schedule changes, late arrivals, and front-desk issues affecting patient flow or the day’s plan.
Coordinate with the Patient Ambassador team on patient arrivals to ensure smooth handoffs and that patients are not left waiting without the team knowing they have arrived.
Support the virtual MA or Patient Services Coordinator with administrative overflow as needed.