Patient Care Coordinator
About Swan Medical
At Swan Medical, we are shaping the future of proactive, preventative healthcare in Intimate Wellness, Aesthetic Wellness, and Longevity.
Founded in 2016 by Dr. Peter A. Castillo, MD, FACOG, FPMRS, our practice was created to fill a critical gap in care-particularly in Intimate Wellness, where too many patients have historically felt dismissed, overlooked, or without solutions.
Today, we are proud to be the only practice in the Bay Area specializing in this unique combination of services, offering patients a space where they feel truly seen, heard, and supported.
Our mission is to provide a safe, elevated, and empowering experience-where patients can address sensitive and often-overlooked concerns with confidence and trust.
Everything we do is grounded in our core values:
Respect
Dignity
Compassion
When you join Swan Medical, you become part of a forward-thinking team that is not only redefining wellness-but genuinely changing lives.
About the Role
We are seeking a Patient Experience & Sales Coordinator who thrives in a client-facing, fast-paced environment and is passionate about customer service, relationship-building, and consultative sales.
You will play a key role in shaping each patient's journey-from their first interaction with our practice to ongoing care-ensuring they feel comfortable, confident, and supported every step of the way.
This role is ideal for someone who enjoys connecting with people, delivering a high-touch experience, and helping clients move forward with services that enhance their confidence and quality of life.
What You'll DoPatient Experience & Front Office
- Create a warm, welcoming, and polished environment for every patient
- Serve as the first and last impression of the practice
- Manage a high-volume phone line and respond to inquiries with professionalism and care
- Schedule appointments strategically to support both patient needs and provider efficiency
- Guide patients through check-in and check-out with ease and attention to detail
Sales & Relationship Building
- Educate patients on services, treatment plans, and products in a consultative, non-pushy way
- Confidently discuss pricing, packages, and wellness programs
- Build trust and long-term relationships with patients
- Follow up to support retention, satisfaction, and continued care
- Contribute to meeting and exceeding sales goals
Administrative Support
- Maintain accurate patient records and documentation
- Support billing, payments, and basic insurance coordination (training provided)
- Assist with inventory and product merchandising
- Help maintain a clean, organized, and elevated front office environment
What We're Looking For
Experience in customer service, sales, or client-facing roles
Strong communication and relationship-building skills
Comfortable discussing pricing and recommending services
Highly organized with strong attention to detail
Professional, polished, and empathetic demeanor
Ability to multitask and stay composed in a fast-paced environment
Bonus (not required):
- Experience in aesthetics, wellness, hospitality, or luxury retail
- Experience with scheduling or CRM systems
Growth & Development
We are committed to investing in our team. This role offers the opportunity to develop your skills in patient experience, sales, and operations within a fast-growing, innovative practice.
Why You'll Love Working Here
Competitive pay + growth opportunities
Health, dental, vision, and 401(k)
Paid time off
Complimentary and discounted services
A collaborative, supportive team culture
The opportunity to make a meaningful impact in patients' confidence and well-being
Important Note for Applicants
This role is focused on patient experience, customer service, and sales.
Candidates seeking clinical or Medical Assistant positions may not find this role to be the right fit.
Pay: $25.00 - $28.00 per hour
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Ability to Commute:
- Los Gatos, CA (Required)
Ability to Relocate:
- Los Gatos, CA: Relocate before starting work (Required)
- Work Location: In person