What are the responsibilities and job description for the Patient Care Representative position at Aesthetic Partners?
Patient Care Representative with Dermacare – Carlsbad, CA
About the Role
We’re seeking a friendly, organized, and professional Patient Care Representative to join our front office team in Carlsbad. This role is essential in creating a positive first and last impression for every patient. You’ll manage patient flow, scheduling, and communication while supporting a luxury, patient-focused experience.
Reports To: Location Manager
Department: Patient Care
Key Responsibilities
- Deliver a 5-star patient experience through warm greetings, professionalism, and proactive service.
- Open and close the office each day following established procedures.
- Manage patient scheduling, appointment confirmations, and cancellations accurately.
- Check patients in and out, generate invoices, and process payments.
- Educate patients on services, memberships, loyalty programs, and in-office promotions.
- Upsell appropriate treatments or retail products when relevant.
- Maintain accurate and timely patient records in the EMR/PMS system.
- Answer incoming calls within three rings and respond to text messages within 15 minutes.
- Follow up with patients who haven’t rebooked within 30 days post-treatment.
- Ensure cleanliness and visual excellence throughout the office.
- Assist with reports, data entry, and administrative tasks as needed.
- Communicate effectively with the team to ensure seamless daily operations.
- Support marketing and reputation management efforts (e.g., collecting online reviews).
Qualifications
- Education: High school diploma or equivalent required; vocational or technical training preferred.
- Experience: 1–2 years in aesthetics, skincare, spa, or healthcare front desk setting.
- Strong communication, customer service, and organizational skills.
- Ability to multitask in a fast-paced environment.
- Detail-oriented, dependable, and team-focused.
- Professional appearance and demeanor.
- Proficient in Microsoft Word, Excel, and EMR or patient management systems.
- Enthusiastic, positive attitude with a “solution-oriented” mindset.
Physical Requirements
- Ability to sit, stand, walk, and use hands for extended periods.
- Lift or move up to 10 pounds as needed.
- Vision and manual dexterity required for computer work.
Why You’ll Love Working Here
- Collaborative, supportive, and growth-minded environment.
- Competitive compensation and benefits.
- Beautiful, high-end medical aesthetics facility.
- Ongoing training and opportunities for advancement.
Job Type: Full-Time, On-Site
Location: Carlsbad, CA
Pay: Competitive hourly rate performance incentives
Equal Opportunity Employer
We value diversity and provide equal employment opportunities to all employees and applicants. Employment decisions are based on merit, qualifications, and business needs.
