Front Desk/Patient Care Coordinator

Position Overview

We are seeking a polished, highly organized Front Desk Coordinator to join our medical aesthetics practice on a part-time basis. This role is the first point of contact for our patients and is responsible for creating a warm, professional, and elevated experience from the moment a patient walks through the door.

The ideal candidate thrives in a fast-paced environment, has excellent communication skills, and understands the importance of delivering exceptional service in a luxury medical setting.

Key Responsibilities

Patient Experience

• Greet patients and create a welcoming, professional atmosphere
• Ensure all patients feel comfortable and cared for from arrival through checkout
• Assist with patient intake forms and verify demographic and medical information
• Provide a concierge-level experience aligned with the brand of the practice

Scheduling & Coordination

• Schedule and confirm patient appointments
• Manage provider schedules efficiently
• Assist with appointment reminders and follow-ups
• Coordinate treatment timelines and assist patients with booking future visits

Check-In & Check-Out

• Check patients in and ensure paperwork is completed
• Process payments and maintain accurate financial transactions
• Provide receipts and review treatment plans or recommended services
• Assist patients with rebooking and membership enrollment

Administrative Support

• Maintain accurate patient records in the EMR system
• Respond to phone calls, emails, and online inquiries
• Assist with inventory tracking and retail product sales
• Keep front desk and reception area clean, organized, and stocked

Practice Support

• Support providers by ensuring patient charts and treatment plans are prepared
• Assist with promotions, events, and patient engagement initiatives
• Help maintain a smooth daily workflow for the clinic

Qualifications

• 1+ years experience in medical spa, dermatology, aesthetics, or healthcare front desk
• Excellent customer service and interpersonal skills
• Strong organizational and multitasking abilities
• Comfortable with EMR systems and scheduling software
• Professional appearance and communication
• Passion for aesthetics, skincare, and wellness

Preferred Skills

• Experience with aesthetic practice software (Aesthetic Record, Nextech, PatientNow, etc.)
• Retail sales experience in skincare or aesthetics
• Familiarity with aesthetic treatments and products

Schedule

Part-time position

Approximately 15–25 hours per week, including some evenings or Saturdays depending on clinic needs.

Ideal Candidate

You are someone who:

• Loves creating an elevated patient experience
• Is highly organized and detail-oriented
• Thrives in a team environment
• Has a passion for aesthetics, skincare, and wellness

Compensation

• Hourly pay based on experience
• Employee treatment and product perks
• Opportunity to grow within a leading aesthetic practice