Patient Coordinator

About Us

With over 15 years of experience serving the Huntington community, our clinic has become a trusted destination for beauty, wellness, and medical aesthetics. We combine the best of salon, spa, and medical spa services in a supportive, high-end environment where clients feel cared for at every step of their journey.

As we expand our medical spa and introduce exciting new treatments, we’re seeking an experienced Patient Coordinator to be the heart of our front office and the first impression of our practice.

The Role

As the Patient Coordinator, you will be the first point of contact for our patients—by phone, email, and in-clinic. This is more than a receptionist position—it’s a dynamic, patient-facing role where you’ll be responsible for ensuring every client has a seamless, welcoming, and memorable experience. We need someone who is confident, sales-minded, and able to hit the ground running in a fast-paced environment.

Patient Coordinator – Key Responsibilities

Patient Communication & Sales

• Answer calls and patient inquiries with professionalism and warmth.
• Confidently convert callers into booked consultations and treatments.
• Provide education on services, promotions, and memberships.
• Manage and communicate with incoming leads through our CRM system.
• Conduct timely follow-up with potential patients to ensure conversion into appointments.

Front Office & Patient Experience

• Greet patients warmly and guide them through their visit.
• Handle patient check-in/check-out, payments, and accurate recordkeeping.
• Deliver an outstanding patient experience by maintaining a supportive, welcoming environment.

Operations & Scheduling

• Create and manage employee schedules.
• Manage daily lead flow and ensure proper tracking in CRM/EMR systems.
• Ensure smooth day-to-day operations with strong attention to detail and organization.

Inventory & Retail

• Manage inventory levels and retail product sales.
• Support retail education and product recommendations for patients.

Administrative & Marketing Support

• Maintain accurate client records in EMR/CRM systems (experience with PatientNow or similar preferred).
• Assist with social media account management and promotional campaigns.
• Provide operational support to ensure the clinic runs efficiently.

Skills & Qualifications

• Proficient in medical spa treatment terminology and ability to explain services clearly to patients.
• Strong sales background with experience in retail or client product education.
• Previous clinic or medical spa experience preferred.
• Proficiency in EMR/CRM systems (PatientNow experience a plus).
• Excellent computer skills, including Google Docs, Gmail, and basic office software.
• Strong typing skills with attention to detail for documentation and review.
• Familiarity with health information management practices.
• Exceptional customer service skills to enhance the patient experience.

Ideal Candidate

We are looking for someone who is:

• Friendly, approachable, and professional in every interaction.
• Highly organized and a self-starter who thrives in a fast-paced environment.
• Comfortable navigating different personalities and patient situations.
• Skilled at resolving conflicts positively while maintaining professionalism.
• Driven to deliver excellence in customer service and patient care.
• Able to maintain organization and efficiency in a busy clinic setting.

If you are passionate about providing excellent patient care, thrive in a fast-paced medical spa environment, and have the skills to succeed, we encourage you to apply for the Patient Coordinator position today!

• 401(k)
• 401(k) matching
• Employee discount
• Free parking
• Health insurance
• Paid time off
• Paid training
• Retirement plan
• Tuition reimbursement