Front Desk Coordinator

FRONT DESK COORDINATOR

DEPARTMENT: Front Office

REPORTS TO: Front Office Supervisor

JOB SUMMARY:

Serves as the welcoming face of the clinic and the first point of contact for every patient and guest. The Front Desk Coordinator embodies our culture of excellence, professionalism, and warmth, creating a seamless and elevated experience from check-in to check-out. This role ensures all patients feel valued, heard, and cared for while supporting efficient clinic operations and maintaining the highest standards of service and communication.

ESSENTIAL SKILLS AND ABILITIES:
1. Exceptional verbal and written communication skills.
2. Polished, professional demeanor and customer service excellence.
3. Strong attention to detail and organizational accuracy.
4. Ability to multitask gracefully in a fast-paced environment.
5. Proficient in computer and scheduling systems (Nextech experience preferred).
6. Reliable, punctual, and accountable.
7. Demonstrates sound judgment and discretion with confidential information.
8. Flexible and adaptable to changing needs and priorities.
9. Works collaboratively and respectfully with all team members.
10. Consistently projects positivity, initiative, and the clinic standard of care.

RESPONSIBILITIES:
1. Telephone and Greeting

• Answers incoming calls promptly
• Places the phone system on and off service according to practice guidelines.
• Retrieves and returns all voicemail messages.
• Triages calls appropriately and ensures clear, complete message documentation.
• Greets patients and guests warmly upon arrival, ensuring a professional, welcoming environment.
• Anticipates patient needs and provides proactive support throughout their visit.

2. Scheduling and Coordination

• Schedules and confirms patient appointments following clinic scheduling protocols.
• Reviews daily schedules for accuracy, flow, and efficiency.
• Ensures appointments are properly categorized (medical, cosmetic, consultation, follow-up).
• Monitors equipment and room availability to prevent overbooking.
• Assists with general office duties and other responsibilities as assigned to support practice flow.

3. Check-In and Check-Out

• Manages patient check-in and check-out efficiently, ensuring accuracy and professionalism.
• Verifies patient information, forms, and payment details.
• Reviews post-treatment care instructions and upcoming appointments with patients.

4. Sales and Patient Education

• Engages patients in genuine, informative conversations about treatments and skincare.
• Promotes products and services that align with patient goals and provider recommendations.
• Informs patients of current promotions, memberships, and seasonal offerings.

5. Team Collaboration and Practice Support

• Communicates clearly and consistently with providers, medical assistants, and leadership.
• Demonstrates teamwork and accountability in all interactions.
• Responds calmly and effectively to challenges, maintaining a solutions-oriented mindset.
• Upholds the professionalism, excellence, and aesthetic standards representative of the practice.

Job Type: Part-time

Pay: $25.00 per hour

Expected hours: 8 – 24 per week

Experience:

• Front desk: 1 year (Required)

Work Location: In person

Salary : $25