Patient Care Coordinator – Aesthetics

About Us

Chetco Medical and Aesthetics (CMA) is a private medical practice located on the beautiful southern Oregon Coast. In addition to our medical practice, we operate Bellezza, our medical aesthetics and wellness division, offering a range of aesthetic, skincare, and wellness services designed to help patients look and feel their best.

We are seeking a professional, personable, and highly adaptable Patient Care Coordinator to join our Bellezza team. This is a hands-on, cross-functional role that supports the full patient experience and day-to-day medspa operations. The ideal candidate is comfortable assisting wherever needed, including front desk responsibilities, patient coordination, back-office support, treatment preparation, and assisting providers with aesthetic services within their training and scope of practice.

An esthetician license is preferred, particularly for candidates with experience in a medical aesthetics, wellness, or similar patient-facing environment.

Responsibilities

• Welcome patients and serve as a primary point of contact throughout the aesthetic patient experience.
• Coordinate consultations, treatments, follow-up visits, and recurring appointments while maintaining organized provider schedules.
• Manage patient check-in and checkout, appointment confirmations, phone calls, messages, and general patient inquiries.
• Educate patients on available aesthetic and wellness services, treatment packages, memberships, promotions, skincare products, and general pre- and post-treatment instructions within the employee’s training and scope.
• Assist providers with patient preparation, treatment room setup, supplies, patient flow, and treatment support as appropriate based on training, qualifications, and licensure.
• Prepare, clean, stock, and reset treatment rooms between appointments while maintaining appropriate cleanliness and infection prevention standards.
• Assist with patient intake, medical history updates, consent forms, before-and-after photography, documentation, and other clinical or administrative preparation.
• Maintain accurate patient records within the electronic health record and practice management systems.
• Process payments for aesthetic services, memberships, treatment packages, and retail products.
• Assist with membership administration, loyalty and referral programs, credits, promotions, and patient account updates.
• Support patient follow-up and retention efforts, including treatment follow-ups, appointment reminders, rebooking, and ongoing patient communication.
• Assist with retail sales and provide general information regarding medical-grade skincare and other Bellezza products.
• Monitor and maintain inventory of skincare products, treatment supplies, retail items, and other Bellezza materials.
• Assist with ordering, stocking, and organizing supplies as needed.
• Support marketing initiatives, including promotions, patient outreach, events, social media coordination, and other Bellezza marketing activities.
• Provide coverage across front-office, back-office, administrative, and patient care functions based on daily staffing and operational needs.
• Assist other Bellezza team members and providers as needed to maintain efficient patient flow and a high-quality patient experience.
• Periodically provide appropriate operational or administrative support within Chetco Medical when needed based on staffing, training, and organizational needs.
• Maintain patient confidentiality and comply with HIPAA, organizational policies, safety requirements, and applicable clinical and aesthetic standards.
• Assist with additional projects, administrative duties, and operational responsibilities as assigned.

Qualifications

• High school diploma or equivalent required; Bachelor’s degree or equivalent professional experience preferred.
• Current esthetician license preferred.
• Experience in aesthetics, dermatology, plastic surgery, medical spa, wellness, healthcare, hospitality, or a similar patient-facing environment preferred.
• Strong communication, interpersonal, and customer service skills.
• Professional, friendly, and polished demeanor when interacting with patients.
• Strong organizational skills and attention to detail.
• Ability to manage multiple patients, appointments, priorities, and responsibilities in a fast-paced environment.
• Comfortable working across front-office, back-office, patient care, and treatment-support functions.
• Proficiency with scheduling systems, electronic health records, payment processing systems, and common office software.
• Ability to learn new software, treatments, products, and workflows quickly.
• Strong interest in aesthetics, skincare, wellness, and patient care.
• Self-motivated with the ability to work independently, anticipate needs, and proactively support providers and team members.
• Reliable, flexible, and willing to assist wherever needed to support Bellezza operations.
• Ability to maintain discretion, confidentiality, and professionalism when handling sensitive patient information.

Schedule & Location

• Full-time: 40 hours per week.
• Monday–Friday.
• In-office position at our Brookings, Oregon location.
• Occasional schedule flexibility may be required based on patient appointments, events, staffing, or operational needs.

Working Conditions

• Fast-paced medical aesthetics and wellness environment.
• Frequent interaction with patients, providers, and other team members.
• Regular standing, walking, computer use, telephone communication, and patient-facing responsibilities.
• May involve preparing treatment rooms, stocking supplies, assisting with procedures, and moving between front-office and clinical areas throughout the day.
• Clinical or treatment-related responsibilities will only be performed when appropriately trained, qualified, and permitted under applicable licensure and scope-of-practice requirements.

Benefits

• Paid time off, including holidays.
• Health insurance eligibility.
• 401(k) retirement plan.
• Opportunities for professional growth and advancement.
• Employee discounts on eligible aesthetics products and services.

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person