Patient Care Coordinator

A leading plastic surgery and aesthetics practice in Central Jersey along the Jersey Shore is seeking an experienced Patient Care Coordinator to join its team.

This is a high-touch, in-person role that combines luxury patient hospitality, surgical coordination, sales, and administrative responsibilities.

The Patient Care Coordinator will serve as a primary point of contact throughout the patient journey, from initial inquiry and consultation through surgery and post-operative care.

The ideal candidate is polished, confident, highly organized, sales-oriented, and comfortable working in a fast-paced, high-end medical aesthetics environment.

Core Responsibilities

Patient & Surgical Coordination

• Serve as a dedicated point of contact throughout the patient's surgical and aesthetic journey.
• Welcome patients and provide a warm, elevated experience from arrival through consultation and treatment.
• Manage consultation and surgical scheduling while following established booking policies and procedures.
• Prepare consultation days, verify appointments, and maintain accurate patient summaries and documentation.
• Prepare surgical charts and coordinate with the clinical team to ensure patient files are complete and organized.
• Support providers during consultations and procedures as needed.

Sales, Lead Conversion & Patient Communication

• Manage and nurture inbound leads through CRM and communication platforms.
• Respond quickly to inquiries, qualify prospective patients, and convert leads into consultations.
• Conduct consultations for select high-ticket non-surgical treatments in partnership with clinical providers.
• Help patients understand treatment options, address objections, and confidently communicate the value of the practice.
• Secure surgical and non-surgical deposits and support financing conversations.
• Manage patient communication across phone, website, and messaging platforms.
• Maintain a polished, upbeat, confident, and professional communication style.
• Execute consistent follow-up with unbooked leads, previous consultations, and inactive inquiries to maximize conversion.

Financial Coordination

• Facilitate pre-operative financial transactions and answer patient questions regarding costs and balances.
• Coordinate third-party financing and accurately document transactions.
• Assist with loyalty, rewards, and promotional programs.
• Partner with billing staff on insurance-related and combination cosmetic/reconstructive cases.
• Ensure financial and patient documentation is accurate and complete.

Operations & Leadership

• Assist with daily financial opening and closing procedures.
• Prepare weekly reports related to upcoming procedures, consultations, and revenue.
• Maintain an organized, polished, and welcoming patient environment.
• Serve as a positive role model for other administrative team members.
• Maintain strong knowledge of the practice's surgical and non-surgical offerings.
• Participate in practice events, continuing education, training, and professional development.
• Provide front-office support when needed and directed by management.

Key Performance Indicators

• Lead-to-consultation conversion
• Surgical and high-ticket aesthetic consultation conversion
• Follow-up and pipeline management
• Accuracy of scheduling and adherence to practice policies
• Financial and payment-processing accuracy
• Patient satisfaction and overall experience
• Timeliness and professionalism of patient communication
• Accuracy and timeliness of reporting
• Team leadership and administrative performance

Qualifications & Competencies

• 3+ years of experience in a high-end plastic surgery, dermatology, medical aesthetics, or luxury hospitality environment.
• Proven success with sales conversion, lead follow-up, and patient relationship management.
• Experience coordinating surgical or high-touch patient journeys strongly preferred.
• Strong financial, administrative, and organizational skills.
• Comfortable discussing treatment costs, financing, and high-ticket services.
• Exceptional attention to detail with patient records and financial documentation.
• Polished, sophisticated, confident, and professional presence.
• Strong verbal and written communication skills.
• Ability to enforce policies professionally and make sound decisions independently.
• Strong peer leadership and team-oriented mindset.
• Comfortable learning and using practice management systems, CRM platforms, communication tools, and Microsoft Office.
• Deep interest in medical aesthetics and a willingness to develop comprehensive knowledge of surgical and non-surgical treatments.

Ideal Candidate

The ideal candidate is someone who thrives in a luxury, sales-driven plastic surgery or aesthetics environment and understands that the patient experience is about much more than scheduling appointments. This person is highly proactive, organized, personable, confident in sales conversations, and capable of managing both the details and the bigger picture of the patient journey.