Patient Experience Coordinator

Job Description

Job Description

Join the Leader in Brain and Mental Health

At Amen Clinics Inc./Mindworks Innovations Inc. our vision is bold: to be known as the best brain and mental health company in the world. Every member of our team plays a vital role in making that vision a reality—delivering exceptional care, advancing innovation, and changing lives every day.

At Amen Clinics, Inc/Mindworks Innovations Inc. we’re proud to be an Employee Stock Ownership Plan (ESOP) company. That means every employee is also an owner— sharing in the success and growth of the organization. As part of our team, you won’t just be contributing to our mission—you’ll be building long-term value for yourself and your future. Ownership isn’t just a benefit here; it’s a mindset we bring to everything we do.

About Amen Clinics:

Dr. Daniel Amen, the founder of Mindworks Innovations, Inc., is one of America’s leading psychiatrists and brain health experts. He has authored or coauthored 70 professional articles and more than 30 books, including the New York Times mega-bestseller Change Your Brain, Change Your Life. He has appeared on numerous television shows, including Dr. Phil, Larry King, Dr. Oz, The Doctors, and The View. His TedTalk has more than 16 million views on YouTube, and The Washington Post has since called Dr. Amen “America’s most popular psychiatrist.”

For over 30 years, Mindworks Innovations, Inc. has treated mental health conditions of all kinds using Dr. Amen’s combination of psychiatry and brain imaging. Now, his nine clinics across the United States treat over 7,000 patients a month and have collected the world’s largest database of functional brain scans relating to behavior, totaling over 160,000 scans on patients from 155 countries.

During the global pandemic, the clinics have seen a surge of new patients and are experiencing their highest patient volume in company history. We are needed now more than ever.

Job Description and Purpose:

The Patient Experience Coordinator (PEC) plays a critical role in creating a welcoming, warm, and professional environment for patients at Amen Clinics. As the first point of contact, the PEC sets the tone for each patient’s experience, ensuring they feel comfortable, supported, and informed from check-in through the start of their evaluation.

This position focuses entirely on enhancing the patient's experience, answering questions, and ensuring a smooth and relaxing visit. The PEC is dedicated to delivering excellence in service, aligning with Amen Clinics’ mission of providing compassionate, brain-based mental health care.

Essential Duties and Responsibilities:

Create a Warm & Welcoming Environment – Greet patients with a friendly, compassionate, and professional demeanor, making them feel at ease.

• Guide Patients Through Their Visit – Clearly explain what to expect during their evaluation, reducing uncertainty and anxiety.

• Check-In & Check-Out Patients Efficiently – Ensure a seamless, stress-free process by verifying patient information and providing necessary forms.

• Schedule & Confirm Appointments – Assist patients in scheduling and rescheduling appointments while ensuring they understand next steps.

• Answer Patient Inquiries with Care – Respond to phone calls and emails in a timely manner, offering clear, empathetic, and informative communication.

• Ensure a Calm, Organized Front Office – Maintain a professional, welcoming environment in the reception area.

• Process Payments & Provide Billing Support – Collect patient payments and provide guidance on financial policies in a professional manner.

• Maintain Patient Confidentiality – Handle patient information with the highest level of discretion, ensuring compliance with HIPAA/HITECH regulations.

• Assist with additional administrative tasks as needed to support the front desk and clinic operations.

Qualifications and Requirements:

• Education: High School Diploma required; College coursework or an Associate’s Degree in healthcare, hospitality, or customer service-related fields preferred.

• Experience: Minimum 2 years of experience in a customer service, hospitality, or healthcare front desk role.

Knowledge, Skills, and Abilities:

• Passion for Patient Care – Ability to make patients feel comfortable, valued, and supported.

• Strong Communication Skills – Excellent verbal, written, and interpersonal skills with a professional yet warm approach.

• Customer Service Excellence – Experience in providing outstanding customer service in healthcare, hospitality, or high-touch service industries.

• Organizational & Multitasking Skills – Ability to manage multiple tasks, maintain attention to detail, and prioritize effectively.

• Tech-Savvy & Detail-Oriented – Comfortable working with Electronic Medical Records (EMR), scheduling systems, and Microsoft Office.

• Ability to Stay Calm & Professional – Skilled in handling patient concerns with empathy and professionalism.

• Strong interpersonal skills, attention to detail, and the ability to multitask in a fast-paced environment.

Dress Code Requirements:

• Amen Clinics-branded black scrubs (Brand – BarcoOne) must be worn Monday through Thursday.

• Employees will receive four (4) tops and four (4) bottoms (style of choice) upon hire.

• One additional set will be provided annually on the employee's work anniversary.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Sitting for long periods of time
• Frequent typing and viewing of computer screen
• Frequent use of hands and fingers with machines, such as computers, copiers, fax machines, scanners, and telephones.
• Frequent hearing, listening, and speaking in person
• Occasionally required to stand, walk, reach with hands and arms, stoop or bend

Work Environment:

The work environment described here is representative of those encountered by an employee while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Work indoors in a temperature-controlled environment.
• The noise level is usually moderate.