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 concerns.
We believe exceptional patient care starts with exceptional people. Our team is collaborative, growth-minded, and committed to creating a positive experience for every patient who walks through our doors.
Our modern clinic combines innovative healthcare, supportive teamwork, and technology-driven systems to help both patients and employees thrive.
Job Summary
The Patient Experience Coordinator plays an essential role in creating a seamless, welcoming experience for our patients and supporting the daily flow of the clinic.
This position combines patient service, scheduling, communication, and organization. You’ll be one of the first people patients interact with, making a lasting impression on their experience with WIFM.
We’re looking for someone who enjoys helping people, stays organized in a busy environment, and takes pride in creating a positive experience for patients and teammates alike.
Why This Role Matters
When this role is done well:
- Patients feel welcomed, informed, and cared for
- Providers can focus on delivering excellent care
- Schedules run smoothly and efficiently
- Team members can work proactively rather than reactively
- The overall patient experience reflects the high standards of WIFM
This is an important role with meaningful impact on both patient care and clinic operations.
Responsibilities
As a Patient Experience Coordinator, you'll support both the patient experience and daily clinic operations.
Patient Experience
- Welcome patients warmly and professionally
- Assist with check-in and check-out processes
- Answer questions and provide guidance regarding appointments and next steps
- Deliver a high level of customer service in person, by phone, and through electronic communication
- Help patients feel comfortable, informed, and supported throughout their experience
Scheduling & Coordination
- Schedule appointments accurately and efficiently
- Manage cancellations, reschedules, waitlists, and schedule adjustments
- Help optimize provider schedules while maintaining a positive patient experience
- Communicate scheduling changes clearly and professionally
- Assist patients in understanding appointment expectations and requirements
Communication
- Answer incoming phone calls and respond to patient inquiries
- Communicate effectively with providers, nurses, health coaches, and fellow team members
- Escalate concerns appropriately and follow through on patient needs
- Ensure timely and accurate communication throughout the patient journey
Front Office Operations
- Collect and document patient information accurately
- Process payments and assist with administrative tasks
- Maintain an organized, professional front office environment
- Follow clinic procedures and workflows consistently
- Support team members during high-volume periods
Skills & Competencies
- Friendly, professional, and service-oriented
- Organized and detail-focused
- Strong communicators both verbally and in writing
- Comfortable learning new systems and technology
- Reliable, dependable, and accountable
- Able to manage competing priorities effectively
- Adaptable and solution-oriented
- Committed to maintaining confidentiality and professionalism
Qualifications
We're looking for a service-minded professional who enjoys helping people, staying organized, and keeping multiple priorities moving smoothly.
3+ years of experience in a customer service, healthcare, hospitality, wellness, retail leadership, hotel, spa, or patient-facing environment
Experience with scheduling, calendars, or coordination responsibilities preferred
Strong communication and interpersonal skills
Ability to multitask while maintaining accuracy and professionalism
Comfortable using computers, software systems, and technology daily
Positive attitude and willingness to learn
Healthcare experience is a plus, but not required
Benefits
- Health, Dental, and Vision Insurance
- Paid time off (PTO)
- Holiday Pay
- 4-day work week
- 401(k) matching
- Paid Life Insurance
- Perks and discounts on aesthetic and functional medicine services
Working Location
Work in a modern, welcoming clinic environment designed to support both patient care and employee wellbeing. Our facility features a collaborative workspace, sit-to-stand desks, walking pads, and a culture centered on health, growth, and teamwork.
Application Process
To apply, please submit:
- An updated resume highlighting your relevant experience
- A brief introduction telling us why you’re interested in joining WIFM
Optional but encouraged: Share a short video introducing yourself and telling us about a memorable customer or patient experience you helped create.
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, disability, veteran status, or any other protected characteristic.