Job Description
Job DescriptionBenefits:
- 401(k) matching
- Employee discounts
Position Overview
Were seeking a part-time polished, service-driven Receptionist / Patient Care Coordinator to be the welcoming face and voice of our medical spa. In this role, youll deliver a luxury-level patient experience from the first phone call to post-visit follow-up, while keeping the front desk running smoothly managing phone calls, texts, and client flow.
Key Responsibilities
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/package, 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, consent forms
- Support clinic policies around privacy, professionalism, and service standards
Qualifications
- 13+ years of front desk, hospitality, or patient coordination experience (med spa/dermatology/plastics preferred)
- Excellent communication skillsconfident 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 efficientcashout 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 some evening hours and an occasional Saturday
Benefits
- Competitive pay
- Employee discounts on services/products
- Growth opportunities