Front Office Coordinator

Company / Entity: EVEXIAS Medical Southlake

Job Location: Southlake, TX 76092, United States (Full-Time In-Person)

Job Title: Front Office Coordinator

Reports to: Clinic Operations Manager

Hours: Hours vary

FLSA Status: Exempt

Employment Type: Full-Time (Full-Time In-Person)

Choice isn’t optional. It’s everything.

In life. In health. In how we fight for our future. But somewhere along the way, medicine forgot that. Today’s system runs on one-size-fits-all answers and a cold “just take this” mentality. It’s efficient. It’s easy. It’s wrong.

EVEXIAS Medical exists to blow that model wide open.

We’re pioneering a new way of doing things, and it starts by handing the decision back to the people who matter... you and your provider. TOGETHER, you choose treatments tailored to your whole self: mind, body, and spirit—including advanced, personalized hormone therapies designed to restore balance and vitality.

We go beyond surface symptoms to uncover the root cause, using today’s breakthroughs to ignite a transition of modern medicine…where insight runs deeper, care is pro-active, and connection is everything. We dig deeper. Treat smarter. And restore something even more powerful than health—your Freedom. This isn’t just healthcare. It’s your comeback story, and that story starts with a choice.

Get Well. Live Well.

Position Overview

Are you a dedicated professional with a passion for wellness and exceptional patient care? EVEXIAS Medical is seeking a motivated, high-energy Front Office Coordinator to join our team in Southlake, TX. As the initial point of contact for our patients, you will be the face and voice of our clinic, setting the tone for a transformative, patient-centered experience that prioritizes individual choice and root-cause solutions.

This role reports directly to the Clinic Operations Manager and functions as a vital bridge between our clinical providers and our valued patient community. You will balance sophisticated administrative workflows with an active sales focus, ensuring our clinic runs seamlessly while actively educating patients on our personalized wellness services, supplements, and promotional offerings. We are looking for a teammate who thrives on connection, possesses a natural talent for consultative sales, and is committed to supporting our mission of restoring balance and freedom to those we serve.

What Your Day-to-Day Looks Like

Your daily workflow is dynamic, requiring a blend of administrative precision and proactive outreach. On average, you can expect your time to be allocated as follows:

• Patient Interaction & Experience (40%): Greeting patients, managing check-ins/check-outs, and ensuring every visitor feels welcomed and well-informed.
• Sales & Consultative Outreach (30%): Following up on inquiries, discussing service packages, explaining supplement benefits, and confidently converting interest into booked appointments.
• Operational Excellence & Scheduling (20%): Optimizing multi-provider calendars, maintaining patient records with strict HIPAA adherence, and coordinating clinic flow to minimize wait times.
• Administrative & Financial Management (10%): Processing payments, managing inventory, and maintaining a professional, organized office environment.

Key Responsibilities

• Serve as the first point of contact, greeting patients warmly and managing all incoming inquiries via phone and email.
• Educate patients on available services, monthly promotions, and nutraceuticals to enhance their wellness journey.
• Actively convert inquiries into scheduled consultations by answering non-clinical questions and confidently explaining the next steps.
• Manage complex appointment scheduling to optimize provider time and clinic utilization.
• Maintain accurate patient accounts and financial records while ensuring total HIPAA compliance.
• Execute proactive follow-up strategies for outstanding purchase decisions and patient inquiries.
• Collaborate closely with clinical staff to ensure seamless coordination and high-quality service delivery.
• Monitor and manage front-office inventory and clinical supplies to maintain an organized, professional space.

Required Qualifications & Experience

• High School Diploma or equivalent required.
• Proven experience in customer relations, client services, or front office operations.
• Strong background in consultative sales or retail service environments is strongly preferred.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Exceptional verbal and written communication skills with a detail-oriented mindset.
• Ability to perform basic math, including percentages, ratios, and proportions.
• Capacity to work independently, manage multiple tasks simultaneously, and thrive in a fast-paced environment.
• Please note: We kindly ask that candidates only apply if they meet the required qualifications listed above.

Preferred Qualifications (Nice to Have)

• Experience within a medical, aesthetic, or integrative wellness practice.
• Prior experience with PatientNow or similar electronic health record (EHR) and scheduling software.
• Demonstrated success in de-escalating concerns and turning client challenges into positive outcomes.
• Familiarity with medical terminology and healthcare-specific compliance standards.

Work Environment & Location Expectations

This is a Full-Time, Exempt, In-Person position based in Southlake, TX 76092, United States. Candidates must be available to work consistent office hours (9:00 am - 5:00 pm). The role requires a professional demeanor, the ability to remain calm under pressure, and a commitment to maintaining a pristine, welcoming environment for our patients and staff. As a client-facing position, consistent on-site attendance is essential to the success of our clinical operations.

We are committed to supporting our team’s health, financial future, and work-life balance. Our benefits include:

Healthcare Coverage: Comprehensive health, dental, and vision insurance plans with company-subsidized premiums.

Peace of Mind: 100% company-paid Short-Term Disability (STD), Long-Term Disability (LTD), and Life Insurance.

Retirement Savings: A 401(k) plan featuring a 4% company match to help you build for the future.

Work-Life Balance: Generous Paid Time Off (PTO) so you can relax, recharge, and take care of what matters most.

Our Mission

To empower individuals and providers with personalized, root-cause-focused care that restores health, balance, and freedom.

Our Vision

To lead a transformative shift in modern medicine…where deeper insights, proactive care, and personal choice define the future of wellness.

Our Values

Care: We provide a welcoming, nurturing environment for our staff and our clients.

Growth: We are dedicated to fostering beneficial change for ourselves and those we serve.

Respect: We are unwavering in our commitment to speak with honor and listen without judgement.

Partnership: Working collaboratively to build trust, value diverse perspectives, and achieve shared goals.

Integrity: Acts with honesty, accountability, and alignment to company values.

EVEXIAS Medical Southlake • 920 S Kimball Ave, Suite 140, Southlake, TX 76092 • Southlake, TX 76092, United States

The Fine Print:

EVEXIAS Equal Employment Opportunity (EEO) Statement

EVEXIAS is an equal opportunity employer committed to fostering an inclusive and diverse workplace. We comply with all applicable federal, state, and local fair employment laws, ensuring equal employment opportunities for all employees and applicants.​Employment decisions at EVEXIAS are based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, age, national origin, disability, genetic information, marital or familial status, military or veteran status, citizenship status, creed, domestic violence victim status, caregiver status, or any other characteristic protected under applicable laws.

This policy applies to all aspects of employment, including recruitment, hiring, training, compensation, benefits, promotions, transfers, terminations, and other terms and conditions of employment.

EVEXIAS is dedicated to maintaining a workplace free from discrimination, harassment, and retaliation, ensuring a respectful and inclusive environment where all employees can thrive.

If you require a reasonable accommodation during the application process or in your role due to a disability or any other protected status, please contact hr@evexias.com for assistance.

Texting Privacy Policy and Information:

Message type: Informational; you will receive text messages regarding your application and potentially regarding interview scheduling. No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Message frequency will vary depending on the application process. Msg & data rates may apply. OPT out at any time by texting "Stop".

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