Front Desk Coordinator

Description
JOB TITLE:
Patient Relationship Coordinator (PRC or Front desk coordinator)
EMPLOYER:
Limitless Male Medical
DEPARTMENT:
Front Office
REPORTS TO:
Operations manager
About Limitless Male Medical
Limitless Male Medical Clinic is a leader in men’s health optimization, focused on helping patients look, feel, and perform at their best. Through personalized care, innovative therapies, and a high-touch patient experience, we empower men to take control of their health and achieve long-term results. Our approach—The Limitless Way—is where
Performance Meets Care
, delivered through excellence, empathy, and expertise. Our shared objective is the patient experience. Every action, interaction, and decision should support that outcome.
POSITION SUMMARY
The Patient Relationship Coordinator (PRC) is a key driver of the Limitless Way Patient Experience, serving as the first and last point of contact for patients while ensuring a seamless, efficient, and welcoming clinic environment. The PRC plays a critical role not only in starting the patient journey, but in ensuring patients remain engaged and continue progressing in their care.
This role is responsible for managing clinic flow, coordinating patient visits, and supporting communication across teams—all while delivering an experience rooted in Excellence, Empowerment, Expertise, Efficiency, and Empathy.
The PRC plays a critical role in ensuring every patient interaction is smooth, informed, and aligned with our commitment that Performance Meets Care.
THE LIMITLESS WAY IN ACTION
As a PRC, you are expected to bring the Limitless Way to life in every interaction:
Excellence:
Create a professional, welcoming environment and anticipate patient needs
Empowerment:
Help patients feel confident, informed, and supported in their care journey
Expertise:
Communicate clearly and accurately about services, processes, and next steps
Efficiency:
Respect patients’ time through organized scheduling and streamlined workflows
Empathy:
Foster a respectful, judgment-free experience where patients feel understood
PRIMARY RESPONSIBILITIES
Patient Experience & Engagement
Greet and engage patients with professionalism, positivity, and respect
Ensure patients feel welcomed, informed, and supported throughout their visit
Provide clear, simple communication regarding appointments, services, and next steps
Support a consistent, high-quality experience across all patient interactions
Clinic Flow & Coordination
Manage scheduling to optimize patient flow and clinic efficiency
Ensure accuracy of appointment types, timing, and provider alignment
Prepare for upcoming clinic days by reviewing schedules and patient needs
Coordinate with clinical staff to minimize wait times and support timely rooming
Front Office Operations
Check patients in and out accurately, including documentation and payment processing
Maintain accurate and up-to-date patient records within EMR and CRM systems
Support billing follow-up, including communication on outstanding balances
Assist with administrative tasks that support daily clinic operations
Patient Communication & Follow-Up
Contact new patients to schedule appointments and provide necessary information
Confirm upcoming appointments and support rescheduling as needed
Communicate patient needs, requests, and follow-ups to appropriate team members
Actively ensure patients remain engaged in their care plans by supporting scheduling, follow-up, and ongoing communication
Conduct follow-up outreach to patients who miss appointments or fall off schedule
Reinforce the importance of ongoing care and continuity in achieving patient goals
Proactively monitor and support patient retention by ensuring established patients return for scheduled and recommended appointments
Team Collaboration & Cross-Functional Support
This role requires flexibility, adaptability, and a team-first mindset. All team members are expected to support clinic operations and patient needs as they arise, within the scope of their role and licensure.
Collaborate with PRCs, PEMs, and clinical staff to ensure a seamless patient experience
Support team members as needed to maintain clinic flow and patient satisfaction
Assist with room readiness, inventory awareness, and general clinic organization
Contribute to a positive, team-oriented culture with shared accountability
LIMITLESS WAY STAFF EXPECTATIONS
Take ownership of each patient interaction and ensure no patient feels overlooked
Communicate clearly, set expectations, and follow through consistently
Demonstrate professionalism, confidence, and a patient-first attitude
Work collaboratively with a unity of purpose, supporting team members across roles
Contribute to the overall success of the clinic through engagement, accountability, and teamwork
Requirements
QUALIFICATIONS:

Strong interpersonal and communication skills
Highly organized with attention to detail
Ability to multi-task in a fast-paced, team-oriented environment
Proficient in EMR, CRM systems, and Microsoft Office
Professional, positive, and patient-centered mindset
ADDITIONAL INFORMATION
This role may support cross-functional tasks within scope of training and clinical needs
The PRC contributes to clinic success through patient engagement, operational excellence, and team collaboration
What Success Looks Like in This Role
Patients feel welcomed, respected, and taken care of from arrival to departure
Clinic schedules are accurate, organized, and support efficient patient flow
Communication is clear, timely, and proactive across patients and team members
Patients understand their next steps and leave confident in their experience
Team members can rely on you to support clinic operations and step in when needed
This description is not exhaustive and may be adjusted as business needs evolve.
BENEFITS:
At Limitless Male Medical, we believe a satisfying work environment makes our teams more successful at delivering the care and compassion needed. We offer:
Competitive salaries and benefits
Opportunities for growth and development
PTO accrual
Health, Vision, and Dental Available with HSA & FSA options
Employee appreciation and recognition
401K option
Limitless male clothing discounts
Company paid LTD & employee life insurance
Employee discounts on treatments, supplements and products