Patient Experience & Surgical Sales Coordinator

Aesthetica LA is looking for a highly organized, emotionally intelligent, and motivated Patient Experience & Surgical Sales Coordinator to join our growing luxury aesthetic and reconstructive surgery practice.

This is not a traditional front desk role. We are looking for someone who understands people, communication, urgency, conversion, and elevated patient experience. This role is heavily focused on lead management, consultation conversion support, patient communication, surgical coordination, insurance coordination, and pipeline organization, not simply administrative front desk duties.

A major component of this role includes supporting reconstructive and insurance based surgical patients through insurance verification, prior authorizations, scheduling coordination, and ongoing patient communication.

The ideal candidate is warm, polished, coachable, proactive, and highly accountable, with the ability to balance luxury hospitality with strong follow up and sales oriented communication.

This role is ideal for someone with experience in:

• SDR/BDR roles

• Healthcare sales or healthcare tech

• Plastic surgery, reconstructive surgery, or med spa coordination

• Insurance verification and patient insurance coordination

• Prior authorizations and reconstructive insurance workflows

• Luxury concierge patient experience

• Lead management and conversion

• Surgical scheduling and patient coordination

You will work closely with leadership and receive hands on training in patient communication, lead conversion, sales psychology, pipeline management, consultation strategy, and surgical coordination, with strong opportunities for growth within the practice.

Compensation:

• $28/hour base commission

• Expected base salary: ~$58k annually

• Commission structure after ramp period

• Expected ramp: 90 days

• Accelerated commission eligibility possible within 60 days for exceptional performance

• Potential total compensation: $65k–$85k depending on performance, conversion success, lead management, insurance coordination, and surgical scheduling

Responsibilties:

Patient Experience and Front Desk

• Welcome and check patients in/out with warmth and professionalism

• Create a luxury, concierge style patient experience

• Manage scheduling, confirmations, and appointment flow

• Handle inbound calls, texts, emails, website inquiries, and social media leads

• Maintain organized patient records and communication notes

• Support daily office operations and administrative coordination

Insurance Coordination & Reconstructive Patient Support

• Support reconstructive and insurance based patient workflows

• Handle insurance verification and prior authorization coordination

• Assist with appeals, insurance documentation, and patient communication regarding insurance based procedures

• Guide reconstructive patients through scheduling timelines, insurance requirements, and next steps

• Maintain organized documentation and communication for insurance based cases

• Collaborate closely with leadership and clinical staff to ensure smooth reconstructive patient experiences

• Help create a supportive, compassionate, and highly organized experience for insurance based surgical patients

Lead Management & Conversion

• Respond to inbound leads quickly and consistently

• Manage lead pipeline and ensure no opportunities fall through the cracks

• Schedule consultations and maintain follow up cadence

• Conduct thoughtful discovery conversations to understand patient goals, concerns, motivations, and timelines

• Build rapport and guide prospective patients through the consultation journey

• Support consultation conversion initiatives and patient retention efforts

• Learn and implement sales psychology, objection handling, and conversion strategies

• Track KPIs, lead outcomes, follow up tasks, and communication activity

• Maintain high responsiveness and strong communication standards across all patient touchpoints

Surgical Coordination & Scheduling

• Coordinate surgical scheduling and patient timelines

• Guide patients through the booking and pre operative process

• Assist with deposits, scheduling logistics, paperwork, and procedural coordination

• Communicate clearly with patients regarding next steps and preparation requirements

• Maintain organization across surgical calendars and scheduling workflows

• Help create a seamless and supportive patient experience from lead to post operative care

Sales & Outreach Support

• Support consultation conversion and reactivation initiatives

• Use CRM and pipeline tools to organize outreach and follow up

• Assist with nurturing colder leads and long term follow up opportunities

• Collaborate with leadership on improving conversion systems and patient communication workflows

• Help implement lead response best practices, pipeline organization, and accountability standards

Ideal Candidate

• 1–3 years of experience in SDR, BDR, patient coordination, healthcare sales, aesthetics, plastic surgery, reconstructive surgery, med spa, concierge hospitality, insurance coordination, or patient insurance workflows

• Experience with insurance verification, prior authorizations, appeals, or reconstructive insurance workflows is highly valued

• Strong communication skills via phone, text, and email

• Comfortable speaking with high end clientele

• Naturally warm, confident, organized, and proactive

• Understands urgency, responsiveness, and follow through

• Able to multitask in a fast paced environment

• Strong emotional intelligence and accountability

• Coachable and excited to learn sales and conversion strategy

• Comfortable managing pipelines, follow up workflows, patient communication systems, and insurance coordination tasks

• Experience with CRM systems is a plus

• Experience with GoHighLevel, Salesforce, HubSpot, or pipeline management tools is a major plus

• Spanish speaking is a plus, but not required

Bonus Qualifications

These are not required, but highly valued:

• Experience in healthcare tech sales or SaaS SDR/BDR environments

• Experience converting leads in aesthetics, med spa, plastic surgery, or reconstructive surgery

• Surgical scheduling or treatment coordination experience

• Strong understanding of insurance verification, prior authorizations, appeals, and reconstructive insurance workflows

• Experience supporting both cosmetic and insurance based patient journeys

• Understanding of sales pipeline management and outreach strategy

• Familiarity with KPIs, response time standards, and lead tracking

• Social media or Instagram DM communication experience

• Strong writing and texting communication skills

• Experience working in a luxury service environment

• Spanish speaking abilities are highly valued

• Ability to balance empathy with confidence and structure

About Us

Aesthetica LA is a luxury plastic surgery and reconstructive practice led by Dr. Arezou Yaghoubian, a UCLA trained, triple board certified plastic surgeon known for natural, customized results and elevated patient care.

In addition to cosmetic procedures, the practice also supports reconstructive and insurance based surgical patients, making compassionate communication, organization, insurance coordination, and patient advocacy an important part of the role.

We are building a high performance, patient focused team centered around communication, accountability, responsiveness, and exceptional care.

This role is an opportunity to grow with a rapidly evolving practice and gain hands on mentorship in patient experience, sales psychology, conversion strategy, insurance coordination, and practice operations.

If you are ambitious, detail oriented, and excited by both people and performance, we would love to meet you.