Receptionist / Patient Care Coordinator

Patient Experience & Front Desk

• Greet patients warmly, check them in/out, and ensure a seamless, elevated visit flow
• Create a calm, organized, and hospitality-forward environment (music, refreshments, waiting area presentation)
• Anticipate patient needs and resolve concerns with empathy and professionalism

Scheduling & Coordination

• Manage provider schedules and appointment bookings with a focus on efficiency and patient convenience
• Confirm appointments and handle reschedules/cancellations
• Coordinate consultations, treatment series, and follow-up visits; track treatment plans and timelines

Phone, Text, and Email Communication

• Answer calls and respond promptly to texts with confident, friendly communication
• Educate patients on next steps (prep, aftercare, timing) within scope; escalate clinical questions appropriately

Payments, Memberships, and Retail

• Collect payments, process gift cards, memberships/packages, and loyalty programs
• Educate patients on services, packages, and skincare recommendations (non-clinical) to support sales
• Maintain product merchandising standards and assist with inventory tracking and restocking

Administrative & Compliance Support

• Maintain accurate patient records in the EMR/CRM (demographics, communications, appointments)
• Ensure completion of intake forms and consent forms
• Support clinic policies around privacy, professionalism, and service standards

Qualifications

• 1–3+ years of front desk, hospitality, or patient coordination experience (med spa/dermatology/plastics preferred)
• Excellent communication skills—confident phone etiquette and strong writing (texts)
• Strong organizational skills and ability to multitask in a fast-paced, high-touch environment
• Comfort with sales conversations in a service-first way
• Proficiency with computers and scheduling software; EMR/CRM experience a plus (e.g., Aesthetic Record, Zenoti, Mya, Symplast, etc.)
• Professional appearance and demeanor aligned with a luxury brand

What Success Looks Like

• Patients consistently feel welcomed, cared for, and informed
• Front desk operations are accurate, clean, and efficient—cashout and documentation are on point

Requirements

• Ability to stand/sit for extended periods, lift up to ~20 lbs, and work at a computer/phone throughout the day
• Flexibility with work schedule to include evening hours and an occasional Saturday
• Willing to work at either location as needed to cover vacations/sick calls