Patient Experience and Communications Coordinator - Front Desk
19 days ago
Katy
Job Description Artemis Imaging is seeking a motivated, organized, and personable Patient Experience and Communications Coordinator - Front Desk (Front Desk Medical Receptionist) to serve as the primary point of contact for patients, referring physicians, and the public. This is a non clinical, full time administrative and communications role that combines front desk patient coordination, cash pay payment verification, physician order management, multi channel phone handling, social media content creation and management, and HubSpot CRM coordination. The ideal candidate is a strong multitasker who enjoys talking with people, is comfortable learning new digital platforms, and takes pride in making patients feel welcome, informed, and cared for before they ever enter the imaging suite. This role requires a candidate who is at least 18 years of age and is not currently enrolled in high school or college (during business hours), as the position is full time, Monday through Friday, with daytime availability required throughout the entire work week. About Artemis Imaging Artemis Imaging operates a dedicated Koning Vera Breast CT imaging center in Katy Medical Plaza, Phase II, on Grand Parkway 99 in Katy, Texas. The center provides FDA PMA approved, compression free, true three dimensional breast CT imaging using the Koning Vera Breast CT system, the only commercially available dedicated cone beam CT scanner designed to image the entire breast without compression. The practice is cash pay only, with no insurance billing, allowing the team to focus entirely on patient comfort, clinical quality, and operational efficiency. Teleradiology partners handle all image interpretation remotely, and all patient management, scheduling, communications, and marketing are powered by a modern, cloud based technology stack. What You Will Do Patient Check In and Registration • Welcome patients and visitors to Artemis Imaging in person and by phone, creating a warm and professional first impression consistent with the center's patient first mission., • Training will be provided on breast CT concepts and the Koning Vera exam process so you can confidently explain what to expect to patients, even if you have never worked in breast imaging before., • Check patients in upon arrival, verify their identity using two forms of identification, and confirm the correct exam type and scheduled appointment details in the EHR system., • Ensure all required intake forms, consent documents, and patient history questionnaires are completed, signed, and uploaded to the patient record in the EHR prior to the patient entering the imaging suite., • Verify that each patient has completed their full payment before their appointment is confirmed. Since Artemis Imaging is a cash pay practice, payment must be confirmed in the system before the technologist is notified that a patient is ready. Coordinate with patients who have outstanding balances in a professional, empathetic manner and assist them in selecting or adjusting a payment plan through the patient portal., • Verify that a valid, signed physician order or imaging referral has been received and uploaded into the EHR or imaging management system (IMR/EMR) before the appointment proceeds. Track and follow up on any missing orders from referring physician offices, and document order receipt and approval status clearly in the patient record., • Manage all inbound and outbound patient and physician communication using the practice's designated communication tools, which may include 8x8, Google Voice, or Aircall, depending on the system in use at the time. All three platforms are cloud based VoIP systems that operate from a computer or mobile device and do not require traditional desk phone hardware., • Answer incoming calls promptly, identify the caller's need, and route or handle the inquiry appropriately, including appointment scheduling, payment questions, general information about Breast CT technology and the Koning Vera exam process, and physician office referral coordination., • Return missed calls and voicemails within the same business day, document call outcomes in HubSpot CRM, and flag urgent messages for the technologist or practice leadership., • Manage the practice's scheduling inbox, patient portal messages, and any online inquiry forms, ensuring no message goes unanswered within one business day., • Serve as the front desk point of contact for Artemis Imaging's HubSpot CRM platform, which manages patient contact records, referral physician contacts, appointment pipelines, marketing campaign performance, and outreach workflows., • Log all patient and physician interactions in HubSpot, including phone calls, emails, appointment outcomes, and follow up tasks, so that leadership and the marketing team have a real time, complete view of the patient journey from first contact through exam completion., • Coordinate directly with Lake One, Artemis Imaging's HubSpot implementation partner, to communicate front desk workflow needs, report system issues, participate in onboarding and training sessions, and relay feedback from daily use to help optimize CRM automation and patient outreach sequences., • Assist with the execution of HubSpot automated workflows, including appointment reminder sequences, post visit follow up emails, and patient education campaigns, by ensuring contact records are accurately tagged, segmented, and up to date., • Create, schedule, and publish social media content for Artemis Imaging's active platforms, which may include Instagram, Facebook, TikTok, LinkedIn, and Google Business Profile, in alignment with the practice's brand voice and patient education goals., • Develop content that educates the community about Koning Breast CT technology, breast cancer screening, the benefits of compression free imaging, and the Artemis Imaging patient experience. Content must be accurate, HIPAA compliant, and consistent with the practice's clinical standards. No patient images or identifiable patient information may be used without documented written consent., • Manage the social media content calendar, ensuring consistent posting frequency across platforms, and use HubSpot's social media scheduling and monitoring tools to plan and track post performance., • Respond to public comments, direct messages, and reviews on social platforms in a timely and professional manner, escalating any clinical questions, complaints, or sensitive inquiries to practice leadership., • Monitor the performance of social media posts using platform analytics and HubSpot's social monitoring dashboard, and report engagement metrics, follower growth, and content performance to leadership on a regular basis., • Collaborate with Lake One on HubSpot connected marketing campaigns, ensuring that social media outreach, email campaigns, and landing pages are aligned and that lead data captured through social channels flows correctly into HubSpot contact records., • Maintain the front office area so it is clean, organized, and consistently stocked with patient education materials, brochures, consent forms, and signage., • Manage incoming mail, office supply inventory requests, and basic administrative reporting related to daily patient volume, scheduling fill rates, and appointment cancellations., • Support the technologist by communicating patient readiness, relay schedule changes or delays to waiting patients, and help maintain the smooth flow of the daily patient schedule., • Must be at least 18 years of age., • Must not be currently enrolled in high school or college (during business hours). This is a full time position requiring consistent Monday through Friday daytime availability., • High school diploma or equivalent required., • Strong verbal and written communication skills, with a professional, warm, and empathetic patient facing presence., • Demonstrated ability to multitask across simultaneous responsibilities including phone calls, in person patient check in, computer based data entry, and messaging platform management without sacrificing accuracy or service quality., • Comfort discussing prices, payment plans, and financial options with patients in a clear, respectful, and non judgmental manner. No experience with insurance billing is required, as this is a cash pay only practice., • Proficiency with standard computer applications including email, web browsers, Google Workspace or Microsoft 365, and the ability to learn new software platforms quickly., • Experience using or willingness to learn cloud based phone platforms such as 8x8, Google Voice, or Aircall., • Experience using or willingness to learn a CRM platform such as HubSpot for contact management, communication logging, and basic workflow execution., • Experience creating or willingness to learn social media content creation and scheduling for business or professional accounts on platforms such as Instagram, Facebook, TikTok, and LinkedIn., • One or more years of experience in a medical office, imaging center, dental clinic, or patient facing healthcare setting., • Prior experience in a cash pay, self pay, or concierge medical practice where staff communicate pricing directly to patients., • Prior experience with HubSpot CRM, including contact management, deal pipelines, workflow automation, or email marketing tools., • Prior experience with 8x8, Aircall, or a similar cloud based VoIP business phone platform in a healthcare or customer service environment., • Demonstrated social media management experience for a business, practice, or brand account, including content creation, scheduling, and engagement monitoring., • Experience with Athenahealth EHR or a comparable cloud based electronic medical records platform., • Bilingual proficiency in English and Spanish. The Katy, West Houston, and surrounding communities include a large and diverse Spanish speaking population. Note: bilingual ability is not a requirement and is not reflected in the base compensation range, as the practice maintains a translation service for non English speaking patients., • Familiarity with physician referral workflows, including how to track, request, and file imaging orders in an EMR or practice management system., • Full time, Monday through Friday, daytime hours aligned with the imaging center schedule., • No overnight shifts and no major holiday coverage required., • Occasional extended hours based on patient volume or marketing event support needs.Company DescriptionArtemis Imaging is a patient-centered breast imaging center in Katy Medical Plaza, bringing the FDA-approved Koning Vera Breast CT to the Houston area for the first time. Our mission is to remove fear, pain, and confusion from breast cancer imaging by offering true 3D, compression-free scans that are fast, accurate, and comfortable for every woman, including those with dense breast tissue. Operating as a transparent cash-pay practice with flexible payment plans, we eliminate insurance barriers so patients can access advanced imaging on their terms. Our technologists work with cutting-edge breast CT technology in a boutique outpatient setting with no hospital rotations, no nights, and no major holidays—supported by enterprise-grade PACS, and a highly engaged leadership team. As an early member of a growing organization with plans for multiple Houston-area locations, you’ll have a direct voice in shaping workflows, patient experience, and the future of pain-free breast imaging in Texas.Artemis Imaging is a patient-centered breast imaging center in Katy Medical Plaza, bringing the FDA-approved Koning Vera Breast CT to the Houston area for the first time. Our mission is to remove fear, pain, and confusion from breast cancer imaging by offering true 3D, compression-free scans that are fast, accurate, and comfortable for every woman, including those with dense breast tissue. Operating as a transparent cash-pay practice with flexible payment plans, we eliminate insurance barriers so patients can access advanced imaging on their terms. Our technologists work with cutting-edge breast CT technology in a boutique outpatient setting with no hospital rotations, no nights, and no major holidays—supported by enterprise-grade PACS, and a highly engaged leadership team. As an early member of a growing organization with plans for multiple Houston-area locations, you’ll have a direct voice in shaping workflows, patient experience, and the future of pain-free breast imaging in Texas.