About This Position
Patient Experience Coordinator
ART Vision | ARTisan Skin & Laser Center
Position Summary
The Patient Experience Coordinator is a key member of the ART Vision and ARTisan Skin & Laser Center team and plays an essential role in creating an exceptional experience for every patient.
This position goes far beyond a traditional front desk role. The Patient Experience Coordinator is often the first voice a patient hears, the first person they see when they arrive, and the last interaction they have before leaving. This team member helps set the tone for the entire patient experience.
The ideal candidate is warm, polished, organized, proactive, and genuinely enjoys helping people. They must be comfortable balancing exceptional customer service with a wide range of administrative, scheduling, financial, and patient account responsibilities.
This is a fast-paced position requiring someone who can manage multiple priorities while remaining calm, professional, friendly, and attentive to the patient in front of them.
Key ResponsibilitiesPatient Experience & Customer Service
Create a warm, welcoming, professional experience for every patient and guest.
Greet patients promptly and make them feel acknowledged and cared for from the moment they enter the practice.
Provide attentive, personalized service consistent with the boutique experience of ART Vision and ARTisan Skin & Laser Center.
Anticipate patient needs and take ownership of questions or concerns rather than simply passing them along.
Assist patients who may be frustrated, confused, or unhappy and work toward an appropriate resolution.
Recognize when an issue needs to be escalated to a team leader or administrator.
Maintain professionalism and composure during difficult conversations or busy periods.
Protect patient privacy and maintain confidentiality at all times.
Phone & Patient Communication
Answer incoming calls promptly, professionally, and with a helpful attitude.
Assist callers with questions regarding appointments, services, scheduling, directions, payments, and general practice information.
Accurately route clinical questions or concerns to the appropriate team member.
Return messages and respond to patient communication in a timely manner.
Help ensure patients never feel ignored, rushed, or passed from person to person without resolution.
Scheduling & Appointment Management
Schedule new and established patient appointments accurately.
Understand the different appointment types, providers, services, and scheduling requirements within both ART Vision and ARTisan.
Reschedule and cancel appointments as needed while helping maintain an efficient schedule.
Identify opportunities to fill openings created by cancellations or schedule changes.
Confirm appointments and communicate necessary pre-appointment information.
Work closely with the clinical and aesthetic teams to help maintain efficient patient flow.
Help patients understand the next step in their care and ensure appropriate follow-up appointments are scheduled before they leave whenever possible.
Check-In & Check-Out
Accurately check patients in and verify necessary demographic and account information.
Ensure required forms, documentation, and information are complete.
Check patients out following their appointments.
Schedule follow-up visits and future appointments.
Review balances and collect payments when appropriate.
Provide receipts, financing/payment information, or other documentation as needed.
Ensure each patient's departure is as positive and organized as their arrival.
Payments, Charges & Patient Accounts
Collect and accurately process patient payments.
Post payments and charges appropriately within practice systems.
Assist with reviewing patient balances and account information.
Ensure charges are entered accurately and completely.
Identify discrepancies or missing information and work with the appropriate team member to resolve them.
Assist patients with questions regarding charges, balances, payment expectations, or account concerns.
Maintain accuracy and confidentiality when handling financial information.
Balance or reconcile payments and transactions as required.
Billing & Administrative Support
Assist with billing-related responsibilities and charge entry as assigned.
Review documentation for accuracy and completeness.
Help resolve patient account questions and billing concerns.
Communicate with appropriate internal team members regarding missing charges, incorrect information, or account issues.
Perform scanning, documentation, data entry, and other administrative duties as needed.
Maintain organized and accurate patient records.
Support additional operational needs of the practice as assigned.
What Success Looks Like in This Position
A successful Patient Experience Coordinator doesn't think:
"That's not my job."
Instead, they think:
"How can I help get this taken care of?"
This person notices when a patient looks confused. They answer the phone with warmth even during a busy afternoon. They recognize when the schedule has an opening and work to fill it. They make sure a patient's payment is processed correctly. They help resolve concerns before they become bigger problems.
Most importantly, they understand that every interaction contributes to how a patient feels about ART Vision and ARTisan Skin & Laser Center.
Qualifications & Skills
Exceptional customer service and interpersonal skills.
Friendly, polished, professional demeanor.
Excellent verbal and written communication skills.
Strong attention to detail and accuracy.
Ability to multitask and prioritize in a fast-paced environment.
Comfortable discussing payments, balances, and financial information with patients.
Strong problem-solving skills and willingness to take ownership of patient concerns.
Ability to remain calm and professional when interacting with an upset or frustrated patient.
Dependable, punctual, and accountable.
Comfortable learning multiple computer systems and practice processes.
Ability to work collaboratively with physicians, providers, clinical staff, aesthetic staff, leadership, and fellow patient experience team members.
Previous medical office, ophthalmology, aesthetic, hospitality, or high-level customer service experience preferred.
Experience with scheduling, payment processing, billing, or medical practice systems is a plus.
The Person We're Looking For
We are looking for someone who genuinely enjoys taking care of people.
Someone who smiles and makes eye contact.
Someone who notices what needs to be done without always having to be asked.
Someone who can handle a ringing phone, a patient checking in, a schedule change, and a billing question — while still making the person standing in front of them feel like they have their full attention.
Someone who understands that exceptional patient care isn't limited to the exam room or treatment room.
At ART Vision and ARTisan Skin & Laser Center, the patient experience begins long before a patient sees a provider. This position is an important part of making that experience exceptional.
Pay: $20.00 - $24.00 per hour
Expected hours: 30.0 – 40.0 per week
Benefits:
Dental insurance
Employee discount
Flexible spending account
Free parking
Health insurance
Health savings account
On-the-job training
Opportunities for advancement
Paid sick time
Paid time off
Uniform allowance
Work Location: In person
ART Vision | ARTisan Skin & Laser Center
Position Summary
The Patient Experience Coordinator is a key member of the ART Vision and ARTisan Skin & Laser Center team and plays an essential role in creating an exceptional experience for every patient.
This position goes far beyond a traditional front desk role. The Patient Experience Coordinator is often the first voice a patient hears, the first person they see when they arrive, and the last interaction they have before leaving. This team member helps set the tone for the entire patient experience.
The ideal candidate is warm, polished, organized, proactive, and genuinely enjoys helping people. They must be comfortable balancing exceptional customer service with a wide range of administrative, scheduling, financial, and patient account responsibilities.
This is a fast-paced position requiring someone who can manage multiple priorities while remaining calm, professional, friendly, and attentive to the patient in front of them.
Key ResponsibilitiesPatient Experience & Customer Service
Create a warm, welcoming, professional experience for every patient and guest.
Greet patients promptly and make them feel acknowledged and cared for from the moment they enter the practice.
Provide attentive, personalized service consistent with the boutique experience of ART Vision and ARTisan Skin & Laser Center.
Anticipate patient needs and take ownership of questions or concerns rather than simply passing them along.
Assist patients who may be frustrated, confused, or unhappy and work toward an appropriate resolution.
Recognize when an issue needs to be escalated to a team leader or administrator.
Maintain professionalism and composure during difficult conversations or busy periods.
Protect patient privacy and maintain confidentiality at all times.
Phone & Patient Communication
Answer incoming calls promptly, professionally, and with a helpful attitude.
Assist callers with questions regarding appointments, services, scheduling, directions, payments, and general practice information.
Accurately route clinical questions or concerns to the appropriate team member.
Return messages and respond to patient communication in a timely manner.
Help ensure patients never feel ignored, rushed, or passed from person to person without resolution.
Scheduling & Appointment Management
Schedule new and established patient appointments accurately.
Understand the different appointment types, providers, services, and scheduling requirements within both ART Vision and ARTisan.
Reschedule and cancel appointments as needed while helping maintain an efficient schedule.
Identify opportunities to fill openings created by cancellations or schedule changes.
Confirm appointments and communicate necessary pre-appointment information.
Work closely with the clinical and aesthetic teams to help maintain efficient patient flow.
Help patients understand the next step in their care and ensure appropriate follow-up appointments are scheduled before they leave whenever possible.
Check-In & Check-Out
Accurately check patients in and verify necessary demographic and account information.
Ensure required forms, documentation, and information are complete.
Check patients out following their appointments.
Schedule follow-up visits and future appointments.
Review balances and collect payments when appropriate.
Provide receipts, financing/payment information, or other documentation as needed.
Ensure each patient's departure is as positive and organized as their arrival.
Payments, Charges & Patient Accounts
Collect and accurately process patient payments.
Post payments and charges appropriately within practice systems.
Assist with reviewing patient balances and account information.
Ensure charges are entered accurately and completely.
Identify discrepancies or missing information and work with the appropriate team member to resolve them.
Assist patients with questions regarding charges, balances, payment expectations, or account concerns.
Maintain accuracy and confidentiality when handling financial information.
Balance or reconcile payments and transactions as required.
Billing & Administrative Support
Assist with billing-related responsibilities and charge entry as assigned.
Review documentation for accuracy and completeness.
Help resolve patient account questions and billing concerns.
Communicate with appropriate internal team members regarding missing charges, incorrect information, or account issues.
Perform scanning, documentation, data entry, and other administrative duties as needed.
Maintain organized and accurate patient records.
Support additional operational needs of the practice as assigned.
What Success Looks Like in This Position
A successful Patient Experience Coordinator doesn't think:
"That's not my job."
Instead, they think:
"How can I help get this taken care of?"
This person notices when a patient looks confused. They answer the phone with warmth even during a busy afternoon. They recognize when the schedule has an opening and work to fill it. They make sure a patient's payment is processed correctly. They help resolve concerns before they become bigger problems.
Most importantly, they understand that every interaction contributes to how a patient feels about ART Vision and ARTisan Skin & Laser Center.
Qualifications & Skills
Exceptional customer service and interpersonal skills.
Friendly, polished, professional demeanor.
Excellent verbal and written communication skills.
Strong attention to detail and accuracy.
Ability to multitask and prioritize in a fast-paced environment.
Comfortable discussing payments, balances, and financial information with patients.
Strong problem-solving skills and willingness to take ownership of patient concerns.
Ability to remain calm and professional when interacting with an upset or frustrated patient.
Dependable, punctual, and accountable.
Comfortable learning multiple computer systems and practice processes.
Ability to work collaboratively with physicians, providers, clinical staff, aesthetic staff, leadership, and fellow patient experience team members.
Previous medical office, ophthalmology, aesthetic, hospitality, or high-level customer service experience preferred.
Experience with scheduling, payment processing, billing, or medical practice systems is a plus.
The Person We're Looking For
We are looking for someone who genuinely enjoys taking care of people.
Someone who smiles and makes eye contact.
Someone who notices what needs to be done without always having to be asked.
Someone who can handle a ringing phone, a patient checking in, a schedule change, and a billing question — while still making the person standing in front of them feel like they have their full attention.
Someone who understands that exceptional patient care isn't limited to the exam room or treatment room.
At ART Vision and ARTisan Skin & Laser Center, the patient experience begins long before a patient sees a provider. This position is an important part of making that experience exceptional.
Pay: $20.00 - $24.00 per hour
Expected hours: 30.0 – 40.0 per week
Benefits:
Dental insurance
Employee discount
Flexible spending account
Free parking
Health insurance
Health savings account
On-the-job training
Opportunities for advancement
Paid sick time
Paid time off
Uniform allowance
Work Location: In person
