Wellness Coordinator

About the Role:

The Wellness Coordinator (WC) is a vital member of the MaxHealth-Elevate Direct Primary Care (DPC) model, serving as both a patient advocate and care navigator, doing treatment coordination while supporting the front office. This role is responsible for creating a seamless, personalized, and empowering experience for all patients-from onboarding through continued care. The WC is essential in coordinating wellness services, fostering strong relationships, and ensuring patients are fully supported in their health journey.

In addition, this role includes supporting the Front Desk team by assisting with daily operations and contributing to a positive, efficient work environment. The individual will deliver exceptional customer service and perform front desk responsibilities under the guidance of providers and management. Training will be provided alongside existing Front Desk staff to ensure proficiency in a range of administrative, clerical, and clinic support duties.

Wellness Coordinator Responsibilities:

• Patient Onboarding & Orientation
  • Serve as the first point of contact for new patients, providing warm and informative introductions to MaxHealth's DPC model.
  • Explain plan benefits, wellness services, and how to access care.
  • Schedule initial wellness visits, labs, and assessments.
• Care Navigation & Coordination
  • Guide patients through their care plans, ensuring timely follow-ups and assessments.
  • Coordinate visits with internal providers and external specialists as needed.
  • Maintain ongoing communication with patients to ensure understanding, compliance, and engagement.
• Health Education & Engagement
  • Promote ancillary services as well as lifestyle programs, and wellness initiatives.
  • Help patients navigate available patient care resources.
  • Encourage participation in wellness programs.

• Documentation & Systems Support
  • Accurately document interactions in EMR and care coordination platforms.
  • Monitor patient progress and follow up on gaps in care or missed services.
• Core Competencies
  • Patient-Centered Service: Passionate about empowering patients through education, compassion, and access.
  • Organization & Attention to Detail: Manages multiple tasks and priorities with accuracy and efficiency.
  • Communication: Clear, empathetic communicator with the ability to explain services and care pathways.
  • Wellness Promotion: Reinforces the mission of preventive and holistic care within the DPC model.
  • Teamwork & Collaboration: Works closely with enrollment coordinators, providers, MAs, and front office staff.
  • Adaptability: Thrives in a changing healthcare environment with innovative solutions.
• Case Acceptance
  • Motivate patients to proceed with recommended treatments.
  • Track case acceptance metrics and follow up on pending or incomplete treatments.

Front Desk Responsibilities

• Patient and Visitor Interaction
  • Greeting and directing patients and visitors with professionalism.
  • Maintaining a pleasant and courteous manner at all times.
  • Acting as a liaison between patients and the medical support staff.
  • Remaining composed and supportive during times of confusion or high patient volume.
• Communication & Scheduling
  • Answering incoming telephone calls promptly and courteously.
  • Scheduling patient appointments efficiently and accurately.
  • Communicating with patients through all electronic platforms (e.g., email, portal, text).
  • Talking with the manager before making procedural changes.
  • Keeping the Front Office Supervisor informed of patient-related concerns.
• Patient Check-In & Information Management
  • Checking in patients and verifying/updating records in the EHR system.
  • Verifying eligibility and insurance coverage when required.
  • Receiving and posting payments with accuracy.
  • Ensuring follow-through on all patient issues originating at the front desk.
• Environment & Safety Maintenance
  • Maintaining cleanliness and order of work areas, lobby, and common spaces.
  • Cleaning lobby and foyer throughout the day and at the end of each day.
  • Adhering to OSHA cleaning and safety protocols.
  • Following infection control and confidentiality guidelines (HIPAA).
  • Reporting any front-office equipment issues affecting workflow to the Front Office Supervisor.
• Teamwork & Professionalism
  • Demonstrating a strong understanding of teamwork and mutual respect.
  • Willingly assisting in the training of new personnel.
  • Open to cross-training for other front-office roles as needed.
  • Remaining engaged and proactively sharing ideas to improve care and operations.
  • Following the EMC Employee Handbook and adhering to the dress code.
• Compliance & Accountability
  • Understanding and complying with HIPAA regulations; consulting with FOS or Privacy Officer when needed.
  • Performing job functions independently after a reasonable training period.
  • Taking initiative in daily tasks while following leadership direction.
  • Completing any additional duties as assigned by the Front Desk Supervisor or Site Manager.

The job holder must demonstrate current competencies applicable to the job position.

Requirements:

• Must be computer literate and have a working knowledge of medical practice management systems and electronic medical records. Must have basic knowledge of medical terminology.
• Minimum of 1 year experience working as a front desk assistant in a physician office.
• High school diploma or equivalent; associate or bachelor's degree in healthcare or related field preferred.
• Bilingual (English/Spanish or other) is a plus.

• Knowledge of front office tasks and procedures.
• Possess a strong work ethic and a desire to excel at what you do.
• Be self-motivated and have a positive attitude.
• Possess the ability to maintain professionalism and focus in a busy environment.
• Be personable, compassionate and a patient advocate.
• Skill in appropriate use of universal precautions, safe workplace and confidentiality methods.
• Skill in health information management by appropriately entering patient data.
• Ability to relate and deal with providers and coworkers in a positive and professional manner.
• Ability to respect fellow team members and understand the importance of teamwork.
• Ability to relate and deal with patients in a positive and professional manner.
• Ability to operate office equipment, including but not limited to, fax, copier, scanner.
• Ability to pay attention to detail.
• Ability to solve problems in a timely and effective manner.
• Ability to work under stressful conditions with little supervision.
• Ability to communicate with office staff, supervisors, and managers.
• Ability to respect and accept direction from office supervisors and managers.
• Ability to be flexible regarding schedule and duties.
• Ability to flexibly respond to changing demands.
• Case Presentation Skills
  • Confidence in presenting treatment plans and discussing financial options
  • Ability to overcome objections and increase case acceptance
  • Persuasive, yet ethical sales approach
  • Follow-up and closing skills for pending or declined treatment cases

Environmental/Working Conditions:

• Regularly deals with multiple patient cases and potentially stressful situations.
• Risk of exposure to communicable disease, i.e., viruses, lab specimens, and air-borne pathogens.
• Regularly stoops and bends to store/move supplies.
• Must use computer to access and to enter patient information.
• Regularly receives high volume of telephone calls.
• Varied activities including sitting, walking, stooping, lifting, bending, reaching. Must be able to exert up to 50 pounds of force occasionally.
• Must be able to use a variety of office equipment including phone, writing instruments, PC, and fax.

Conditions Of Employment:

• May be required to submit to annual TB screening and/or other immunizations per OSHA guidelines.
• Hepatitis and Flu vaccination: candidate may decline vaccination through declination form or may provide record of vaccination from previous employer.
• Follows all policies and procedures including safety and infection control
• Maintains patient and employee privacy and confidentiality

• Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• We are an equal opportunity employer and value diversity. All employment is decided on the basis of qualifications, merit, and business need.

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

We are an equal opportunity employer and value diversity. All employment is decided on the basis of qualifications, merit, and business need.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• Dental insurance
• Vision insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 40 hours per week
• Monday to Friday
• Evening and weekend rotation

Language:

• Bilingual English and Spanish (Preferred)

Work Location: In person

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve. Requirements may be modified to accommodate individuals with disabilities.

Our company websites:

MaxHealth Family, Internal & Sports Medicine

Elevate Brain Injury & Mental Health | Compassionate Care

MaxHealth DPC