Front Office Coordinator

Job Title: Front Desk / Client Coordinator Location: HPIHair Partners – Brentwood, TN Position Type: Part-Time or Full-Time Position Overview HPIHair Partners hair restoration practice is seeking a highly organized, detail-oriented Front Desk / Client Coordinator to serve as the first point of contact for our patients while supporting key administrative tasks. This role is primarily front desk–focused, with additional responsibilities in client coordination and inventory management. The ideal candidate thrives in a fast-paced clinical environment, enjoys working with data and reports, and takes pride in delivering a high-level patient experience. Key Responsibilities Front Desk & Patient Experience (Primary Focus) Greet and check in patients with professionalism and warmth Manage appointment scheduling, confirmations, and follow-ups Answer phones, respond to inquiries, and route communications appropriately Maintain accurate patient records and ensure all documentation is complete Coordinate patient flow to support clinical efficiency Take initiative; step up and offer additional marketing and business development support. Collect payments and manage front office financial processes and reporting Client Coordination Track patient progress and ensure follow-up compliance Support provider schedules and treatment planning logistics Maintain organized reporting on patient activity and outcomes Qualifications Minimum 3 years of experience in each of the following: Front desk or administrative role (preferably in healthcare or aesthetics) Client coordination or customer service Digital marketing support plus related administrative marketing tasks High attention to detail and accuracy in documentation and reporting Strong organizational and multitasking abilities Comfortable working in a fast-paced, patient-focused environment Enjoys working with data, reports, and tracking systems Excellent verbal and written communication skills Proficient in Microsoft Office and general office/CRM software Preferred Attributes Experience in medical, aesthetic, or wellness environments Familiarity with scheduling software and EMR systems Interest in hair restoration, aesthetics, or patient care services Self-starter who takes initiative and follows through on tasks What We Offer Competitive hourly pay (based on experience) Opportunity for growth within a specialized medical practice Supportive, team-oriented environment Training in advanced hair restoration services and patient care systems Pay: $18.00 - $20.00 per hour Benefits: 401(k) matching Employee discount Flexible schedule Paid time off Professional development assistance Referral program Application Question(s): What scheduling, CRM, or office software have you used regularly? What types of reports, tracking, or administrative details have you been responsible for? Work Location: In person

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