The Welcome Services Coordinator oversees patient intake, scheduling, and front desk operations. This role ensures a warm, efficient, and compliant experience for patients, visitors, and volunteers from arrival to check-in. The coordinator works closely with the healthcare team to streamline appointment flow, including handling no-shows, patient rescheduling, and appointment cancellations through incoming calls and in-person interactions. The Welcome Services Coordinator ensure patient access context combines hospitality-minded services with front desk operations to create a smooth, welcoming, and efficient patient entry experience.
Schedule
40 Hours Per Week
Monday-Friday 8:30am-5:00pm
Ability to work monthly night and Saturday clinics in accordance with program needs.
Supervisory Responsibilities
None
Position Responsibilities
Greet patients, visitors, and volunteers in a courteous, professional manner.
Verify and collect patient information, insurance details, and consent forms.
Confirm appointments, reschedule or cancel as needed, and communicate changes to patients and clinical teams.
Input and update patient data in the Electronic Health Record (EHR) system with accuracy and timelessness.
Prepare and organize patient intake packets, consent forms, and routine documentation.
Manage wait lists, appointment reminders, and follow-up communications.
Ensure timely check-in and check-out processes to optimize clinic flow.
Train, and supervise volunteers who support front desk activities.
Collaborate with Health Center Volunteer Engagement and Intake specialist and the Care Coordination specialist to optimize appointment availability, appointment navigation, and patient experience.
Contributes to team environment.
All other duties as assigned.
Agency-wide Responsibilities
Maintains documentation and records in compliance with policies and procedures
Maintains confidentiality
Supports the St. Petersburg Free Clinic’s commitment to diversity and inclusion
Adheres to agency policies and procedures and all Federal and State regulations and local ordinances
Requirements
Required Skills & Abilities
Strong relationship-building skills with both internal and external stakeholders
Strong analytical and problem-solving skills
Capability to prioritize inter- and cross-departmental collaboration
Proficient in Microsoft Office Suite and related software
Capability to use a broad range of technology
Commitment to and modeling of St. Petersburg Free Clinic mission and values
Database experience or knowledge preferable.
Prospect research experience preferable.
Excellent organizational skills.
Ability to meet deadlines.
Education & Experience
High school diploma, GED, or equivalent required.
1 or more years of healthcare patient registration experience.
Bilingual (English and Spanish) preferred.
Physical Requirements
Prolonged periods of sitting at a desk and working on a computer
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