About Wisconsin Institute of Functional Medicine
Wisconsin Institute of Functional Medicine (WIFM) is dedicated to transforming patient lives through a functional medicine approach that focuses on identifying and addressing the root causes of health issues. We emphasize teamwork, lifelong learning, and innovative practices to deliver exceptional care. Our modern facilities and technology-driven workflow create a collaborative and efficient work environment for our team.
Job Summary
This is not a typical front desk role. The Front Office Coordinator is the conductor of the clinic.
You are the calm in the busy moments, the welcoming face patients remember, and the steady presence that helps providers do their best work. You don’t just “check people in” — you orchestrate the flow of the clinic, anticipate needs, and create an experience where patients feel genuinely cared for from the moment they walk in.
If you love people, notice details others miss, and can hold warmth and professionalism even on challenging days, this role may be for you.
We are hiring two Front Office Coordinators to work as a team at the heart of our clinic.
Why This Role Matters
The Front Office Coordinator is the heartbeat of the clinic. When this role is done well:
- Patients feel safe, welcomed, and supported
- Providers can focus on care
- The clinic runs smoother
- The team feels grounded instead of reactive
It’s not always easy — but it’s deeply meaningful work.
This Role Is for You If You…
- Are genuinely a people person — not performative, but sincere
- Can stay calm, kind, and professional even when you’re internally stressed
- Notice details, patterns, and energy in a room
- Enjoy juggling multiple priorities without losing warmth
- Take pride in creating order, flow, and a welcoming environment
- Understand that how you make people feel matters as much as what you do
- Want to be part of something meaningful, not just clock in and out
This Role Is NOT for You If You…
- Prefer quiet, predictable work with minimal interaction
- Get easily flustered when plans change
- View patient interaction as an interruption to “real work”
- Are looking for a purely administrative or task-based role
- Struggle to maintain a friendly, professional presence under pressure
Responsibilities
As a Front Office Coordinator at WIFM, you’ll be a vital part of the care journey — managing day-to-day front office operations while also shaping how our patients feel from the moment they reach out to the moment they leave.
Clinic Flow & Coordination
- Orchestrate patient check-in and check-out with warmth, efficiency, and clarity
- Maintain awareness of what’s happening across providers, schedules, and rooms
- Anticipate bottlenecks and proactively help keep the day running smoothly
- Communicate in real time with providers, nurses, and PSRs to support clinic flow
Schedule Mastery
- Deeply understand how each provider schedules and works
- Help manage schedule adjustments, late arrivals, cancellations, and add-ons
- Protect provider time while still prioritizing patient experience
- Know which patients need extra support, flexibility, or clear guidance
Patient Experience
- Be the welcoming, grounding presence at the front of the clinic
- Greet patients by name and help them feel seen and cared for
- Answer questions, provide guidance, and calmly handle concerns or confusion
- Maintain a positive, professional demeanor — even on busy or stressful days
Front-of-House Leadership
- Set the tone for professionalism, kindness, and composure at the front desk
- Support teammates during high-volume or challenging moments
- Hold standards around communication, organization, and follow-through
- Be a steady, solutions-oriented presence when things don’t go as planned
Skills & Competencies
- Bring a steady, confident presence to every interaction
- Navigate complexity, competing priorities, and constant motion with grace
- Stay composed, warm, and communicative under pressure
- Anticipate patient and provider needs to elevate the overall experience
- Carry yourself with polish, professionalism, and emotional intelligence
- Are energized by service and naturally uphold a high standard
- Balance kindness with boundaries while protecting clinic flow
Qualifications
This role is for someone who thrives in a patient-centered environment and takes pride in delivering a truly exceptional experience.
3+ years in a patient-facing, hospitality, concierge, or customer experience role (healthcare, wellness, spa, hotel, or service environments are great fits)
Strong verbal communication and emotional intelligence
Comfort managing schedules, systems, and multiple moving parts
Clear, compassionate communication — written and verbal
Professional, warm demeanor with strong boundaries
A collaborative spirit and the ability to take initiative
Ability to adapt quickly and stay composed in a dynamic environment
Familiarity with functional medicine is a plus, but not required — curiosity and a growth mindset matter more
Benefits
- Health, Dental, and Vision Insurance
- Paid time off (PTO)
- Holiday Pay
- 4-day work week
- 401(k) matching
- Perks and discounts on aesthetic and functional medicine services
- Paid Life Insurance
Working Location
Work in a modern, welcoming office environment at the Wisconsin Institute of Functional Medicine, designed to foster teamwork and positivity. Our facilities include sit-to-stand desks, walking pads, and a holistic atmosphere to inspire productivity and health.
Application Process
We are only accepting applications with the following:
- A cover letter explaining why we should consider you for this position.
- An updated resume highlighting your relevant experience.
- A short video (60–90 seconds) introducing yourself and answering:
- “Why this role, and why WIFM?”
- “Tell us about a time you created a truly exceptional experience for someone.”
Apply with the link below.
Equal Opportunity Employer
WIFM is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or any other characteristic protected by law.