Guest Experience Coordinator

About Rebis

Rebis is a multidisciplinary sleep wellness center dedicated to transforming sleep health and restoring overall wellness.

Our name represents the sacred union of healing disciplines, bringing together diverse expertise into a unified system of care designed to help individuals heal and thrive.

Our mission is to restore and enhance individual healing by optimizing sleep health through a collaborative, compassionate, and highly coordinated approach.

Our vision is to become the nation’s leading multidisciplinary center for sleep wellness, setting a new standard for how care is delivered and experienced.

At the heart of Rebis is a simple commitment:

Every person who interacts with us should feel Loved, Heard, and Safe.

Why This Role Matters

The moment a guest walks into a Rebis clinic, the experience becomes real.

This moment sets the tone for:

• trust
• comfort
• confidence
• overall perception of care

The Guest Experience Coordinator is responsible for ensuring that every guest feels welcomed, supported, and guided from the moment they arrive until the moment they leave.

This is not a transactional front desk role.

It is a hospitality-driven experience role.

Position Summary

The Guest Experience Coordinator, commonly referred to as a medical receptionist in general healthcare/hospital settings, serves as the welcoming face of the clinic and is responsible for creating a seamless, organized, and supportive in-office experience.

This role combines:

• hospitality
• operational coordination
• guest support
• and financial interaction

You ensure that:

• guests feel comfortable
• the clinic runs efficiently
• and every visit begins and ends with clarity

What Success Looks Like

A high-performing Guest Experience Coordinator:

• welcomes guests in a warm, confident, and professional manner
• creates immediate connection and emotional comfort
• keeps the clinic running smoothly and on time
• anticipates guest needs before they ask
• ensures guests understand what to expect
• collects co-pays and balances confidently and accurately
• maintains a calm and organized environment—even during busy periods

Core Responsibilities

Guest Welcome & First Impression

• Greet every guest warmly upon arrival
• Create a welcoming and calming environment
• Ensure guests feel acknowledged immediately
• Establish trust and comfort from the first interaction

Check-In Process

• Verify demographics and insurance information
• Review and confirm consent and financial forms
• Assist guests with intake completion when needed
• Ensure all required documentation is complete and accurate

Clinic Flow Coordination

• Manage check-in and check-out processes efficiently
• Coordinate with clinical staff to maintain smooth patient flow
• Monitor schedules and adjust flow as needed
• Help prevent delays and bottlenecks

Guest Support During Visit

• Answer questions while guests are in the clinic
• Provide guidance on next steps
• Ensure guests feel informed and supported throughout their visit

Financial Responsibilities

• Collect co-pays and outstanding balances at time of service
• Communicate financial expectations clearly and professionally
• Ensure accurate payment documentation

Schedule Optimization

• Support full schedule utilization
• Identify open slots and communicate opportunities
• Assist with same-day scheduling adjustments when needed

The Type of Person Who Thrives in This Role

This role is best suited for someone who:

• naturally creates warmth and connection in face-to-face interactions
• enjoys being the “host” of an environment
• is highly organized and detail-oriented
• stays calm and composed under pressure
• can manage multiple responsibilities simultaneously

You will thrive in this role if you:

• genuinely enjoy interacting with people in person
• take pride in creating positive first impressions
• notice details others miss
• can balance friendliness with efficiency
• are comfortable handling financial conversations
• maintain composure in fast-paced environments

You may struggle in this role if you:

• prefer behind-the-scenes work over guest interaction
• become easily overwhelmed in busy environments
• avoid financial or administrative responsibilities
• struggle with multitasking
• are uncomfortable initiating conversations

Required Skills & Experience

• 1–3+ years of customer service, hospitality, or healthcare experience
• Strong interpersonal and communication skills
• High attention to detail and organization
• Ability to multitask in a fast-paced environment
• Professional and composed demeanor

Preferred:

• experience in hospitality (hotel, concierge, front-of-house roles)
• experience in healthcare or clinic environments
• experience handling payments or financial transactions

Behavioral Expectations

All Guest Experience Coordinators are expected to:

• deliver a hospitality-first experience
• communicate clearly and professionally
• maintain a calm and organized presence
• take ownership of the guest experience
• support team collaboration and clinic efficiency

Department: In-Office Care Team

Reports To: Practice Manager

Compensation: $20-25 per hour plus a monthly bonus program

Benefits

• 401(k)
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Unlimited PTO plus Paid Federal Holidays
• Complimentary Rebis Health Care Access to support your personal health
• Parental Leave