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