BioFunction is building a premium, patient-centered approach to longevity, performance, and regenerative care. We believe exceptional outcomes begin with exceptional experiences. We are creating a high-touch environment where patients feel known, supported, and guided through every step of their journey.
We are looking for someone who combines hospitality, organization, and operational excellence to become the face of our patient experience and a key driver of day-to-day clinic operations.
Position Overview
The Patient Experience Manager owns the patient journey and serves as the central hub for experience, communication, and operational coordination. This individual will help create a polished, concierge-level experience while ensuring patients move seamlessly from inquiry through treatment and follow-up.
This role combines patient engagement, operational execution, administrative ownership, and light sales support. The right person thrives in a fast-moving startup environment, anticipates needs before they arise, and takes ownership rather than waiting for direction.
As an early team member, this individual will help shape systems and workflows as BioFunction continues to scale. As patient volume and the business continue to grow, this role is expected to expand into a full-time leadership opportunity.
Responsibilities
Patient Experience & Concierge Support
Serve as the primary point of contact for patients throughout their journey
Coordinate intake, scheduling, appointment confirmations, and ongoing communication
Deliver a premium, hospitality-focused experience across in-person and virtual interactions
Respond to patient questions and communication through text, portal, and email channels
Ensure patients receive timely follow-up and feel supported throughout treatment
Consult Coordination & Conversion Support
Support providers and leadership with consult preparation and patient readiness
Reinforce treatment recommendations and help patients understand next steps
Assist with program discussions, treatment logistics, financing conversations, and scheduling
Help identify and remove friction points in the patient journey
Systems & Workflow Management
Manage workflows inside Healthie and internal communication systems
Coordinate across Google Workspace and Slack
Maintain accurate records and ensure operational follow-through
Help identify process improvements and opportunities to create efficiencies
Office Operations
Manage office opening and closing responsibilities
Coordinate supplies, inventory, vendors, and general office needs
Support provider scheduling and clinic logistics
Maintain SOPs and help improve operational consistency
Assist with onboarding and administrative support activities
Track and report key operational metrics
Qualifications
3+ years of experience in concierge services, hospitality, premium customer experience, office management, healthcare coordination, or related roles
Strong customer service mindset with a genuine passion for creating exceptional experiences
Highly organized and detail-oriented
Comfortable balancing patient-facing work with operational execution
Strong written communication skills
Comfortable with technology and learning new systems quickly
Self-starter who thrives in startup environments
Ability to anticipate needs and solve problems proactively
Preferred Experience
Concierge medicine, wellness, aesthetics, luxury hospitality, or longevity industry experience
Experience supporting high-touch or high-ticket service environments
Familiarity with CRM or EHR systems
Experience handling scheduling and conversion workflows
Performance & Growth Indicators
Patient communication and follow-up occur consistently and promptly
High patient satisfaction and positive patient feedback
Strong consult progression and treatment coordination
Operational workflows maintained with minimal dropped handoffs
Contribution toward clinic growth and patient retention
Patients consistently describe their experience as organized, responsive, and exceptional
If you're someone who naturally creates order, anticipates needs, and takes pride in delivering exceptional experiences, we'd love to meet you.
Flexible work from home options available.
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