Front Desk Coordinator

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 

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