Patient Coordinator

About the Practice

We are a luxury medical aesthetics practice redefining aesthetic wellness through advanced technology, exceptional patient outcomes, and a culture of operational excellence. The clinic is built around delivering a five-star patient experience, offering cutting-edge treatments, and operating with business systems designed to support long-term growth and scalability.

We are seeking a Patient Coordinator who operates with an ownership mindset—someone who understands that exceptional patient care and strong business performance go hand-in-hand. This role is ideal for a results-driven professional who thrives in a high-performance environment and wants to contribute meaningfully to the growth of a premium aesthetic practice.

About the Role

The Patient Coordinator serves as a central driver of the patient experience and consultation conversion process within the practice. This role plays a critical part in ensuring the clinic operates efficiently, delivers an exceptional patient journey, and consistently supports achievement of business goals.

This position sits at the center of the clinic’s success. The Patient Coordinator acts as a primary point of contact for prospective patients, managing inbound inquiries and ensuring every interaction is handled with professionalism, warmth, and urgency. From the first phone call or consultation request through checkout and follow-up, the Patient Coordinator ensures each patient experience reflects elevated service standards.

Beyond client experience, the Patient Coordinator plays an important role in supporting practice performance and maintaining accountability around key front-of-house metrics. This includes helping drive consultation bookings, supporting treatment plan acceptance, promoting memberships, and contributing to retail performance through confident patient communication and follow-through.

As a key member of the clinic team, the Patient Coordinator helps reinforce a culture of professionalism, organization, and service excellence. This role includes supporting providers and leadership through strong communication, monitoring scheduling efficiency, coordinating patient flow, and ensuring operational systems are executed consistently throughout the day.

The ideal candidate understands that a successful medical aesthetics practice depends on structure, responsiveness, and patient relationships. Responsibilities include managing patient communications, coordinating schedules, supporting consultation preparation, assisting with inventory awareness, and ensuring operational workflows support a seamless daily experience.

This role also requires a forward-thinking mindset, with a continuous focus on improving workflow efficiency, strengthening patient engagement, supporting revenue opportunities, and contributing to the overall growth of the practice.

The position is both service-focused and performance-oriented—ideal for someone who wants to do more than manage appointments, and instead contribute meaningfully to building a thriving aesthetic practice experience from first interaction through long-term patient loyalty.

Practice Operations & Administrative Support

This role requires a service-driven professional who understands that the success of a medical aesthetics practice is supported by strong operational coordination, structured patient communication, and a consistent focus on delivering an exceptional patient experience. The Patient Coordinator plays an important role in ensuring the clinic operates smoothly, efficiently, and in alignment with elevated service standards.

• Support daily opening and closing procedures to ensure clinic readiness and consistency of service standards
• Assist with front-of-house financial processes including transaction coordination, documentation accuracy, and end-of-day support tasks
• Help track and monitor key performance indicators such as consultation bookings, treatment plan acceptance, retail participation, and membership engagement
• Support leadership in maintaining accountability around scheduling efficiency, patient flow, and follow-up processes
• Coordinate with providers and leadership to support implementation of patient experience initiatives and operational improvements
• Assist with execution of internal promotions, seasonal campaigns, membership initiatives, and patient event coordination
• Maintain strong communication between providers, leadership, and patients to ensure seamless daily operations
• Identify opportunities to improve workflow efficiency and strengthen the overall patient journey

Revenue & Performance Support

• Support achievement of monthly and quarterly revenue goals through strong consultation preparation and patient follow-up
• Help monitor performance indicators including consultation conversion activity, treatment acceptance trends, retail participation, and membership enrollment support
• Reinforce treatment plan recommendations through confident patient communication and coordination
• Assist leadership in maintaining visibility into scheduling utilization and appointment optimization opportunities
• Support inventory awareness and coordination with providers to ensure availability of treatments and retail offerings

Team Collaboration & Culture Support

• Support onboarding and integration of new team members into patient experience workflows
• Reinforce a culture of professionalism, responsiveness, and elevated service standards
• Participate in team training related to consultation flow, patient communication, and treatment education alignment
• Assist with daily coordination between providers and front-of-house operations to maintain scheduling efficiency and patient readiness

Patient Experience & Relationship Coordination

• Build strong patient relationships and serve as a trusted first point of contact for new and returning clients
• Guide patients through the consultation scheduling process from initial inquiry through follow-up coordination
• Support treatment plan acceptance through clear communication, education reinforcement, and structured next-step guidance
• Assist with managing patient concerns professionally and proactively when escalation support is needed
• Help ensure the clinic environment consistently reflects a luxury-level patient experience

Marketing & Growth Support

• Support execution of patient events, referral initiatives, seasonal campaigns, and membership programs
• Track consultation activity, follow-up engagement, and retention-support workflows
• Coordinate closely with leadership and marketing teams to support new patient acquisition and patient experience consistency

Qualifications

• 2+ years of experience in a medical spa, aesthetic clinic, dermatology practice, plastic surgery practice, or luxury wellness environment preferred
• Experience supporting consultation coordination, patient scheduling, or front-of-house clinical operations strongly preferred
• Strong understanding of aesthetic treatments, skincare products, and consultation workflows
• Experience supporting retail recommendations, memberships, or treatment plan coordination is highly valued
• Strong organizational skills with the ability to manage multiple patient interactions and priorities simultaneously
• Professional communication skills with confidence interacting with patients in a luxury service environment
• Experience working within scheduling systems, EMR platforms, or practice management software preferred
• Strong attention to detail and commitment to delivering a five-star patient experience

** Profit Sharing Opportunity

• Medical, dental, and vision insurance

• Flexible spending account / HSA

• Paid time off and sick leave

• Continuing education and professional development support

• Employee discounts on treatments and retail products

• Complimentary aesthetic services

• Paid, Employee Parking

• Team events and culture-driven workplace

• 401(k) with matching