Lead Patient Coordinator

Lead Patient Coordinator
ERA Wellness Spa
Georgetown, KY

ERA Wellness Spa is seeking a Lead Patient Coordinator to serve as the face of our clinic and help keep the front office, patient experience, and daily operations running smoothly. This is a working front office role, meaning this person will actively manage the front desk while also taking ownership of patient flow, communication, organization, and overall presentation of the clinic.

We are looking for someone who is warm, polished, dependable, organized, and confident managing a busy front office in a wellness and aesthetics environment.

Position Summary

The Lead Patient Coordinator is responsible for delivering an exceptional patient experience from the first phone call to check-out while also supporting daily clinic operations. This role includes front desk management, scheduling, room preparation, patient intake support, clinic cleanliness, marketing communication, and administrative coordination.

This is an ideal role for someone who enjoys both patient interaction and operational leadership and takes pride in creating a clean, organized, welcoming, high-end environment.

Compensation

Starting pay: $22 per hour
90-day review with opportunity to increase to $24 per hour based on performance, reliability, initiative, and ability to manage the role independently.

Schedule and Hours

ERA Wellness Spa is open:

• Monday through Friday: 9:00 AM to 6:00 PM
• Saturday: 10:00 AM to 2:00 PM
• Closed Sundays and holidays

This position may require coverage for opening and closing responsibilities, with scheduled shifts generally falling within:

• Weekdays: 8:30 AM to 6:30 PM, with a 1-hour lunch break
• Saturdays: 9:30 AM to 2:30 PM

The ideal candidate must be available to work our busiest days, especially Mondays, Thursdays, and Fridays, as well as at least 1 Saturday per month, and preferably 2 Saturdays per month.

Schedule will be set by the clinic based on business needs, but we value consistency and will work to provide a dependable schedule whenever possible.

Responsibilities

• Greet patients warmly and professionally upon arrival
• Answer phones, respond to inquiries, and assist with scheduling appointments
• Manage front desk operations including check-in, check-out, payments, and rebooking
• Maintain provider schedules and help ensure smooth daily patient flow
• Serve as the lead front office team member and help solve day-to-day issues proactively
• Support an excellent patient experience through professionalism, hospitality, and attention to detail
• Prepare treatment rooms and ensure rooms are properly stocked and set up for services
• Room patients and assist with patient flow between front office and clinical team
• Maintain cleanliness and organization throughout all areas of the clinic, including the front desk, lobby, treatment rooms, restrooms, break areas, and shared spaces
• Perform routine cleaning and resetting of rooms and clinic areas throughout the day
• Assist with inventory organization and supply restocking as needed
• Help support patient communication through follow-up messages, reminders, and general outreach
• Manage social media posting and basic content coordination
• Assist with marketing efforts including mass emails, text campaigns, promotions, and other advertising communication
• Help promote memberships, packages, events, and practice specials
• Support office systems, workflows, and administrative tasks as assigned
• Assist the leadership team with special projects and ongoing clinic needs

Qualifications

• Experience in a front desk, reception, patient coordinator, medical office, wellness, spa, or aesthetics setting preferred
• Strong customer service and communication skills
• Highly organized with strong attention to detail
• Professional appearance and demeanor
• Comfortable multitasking in a fast-paced environment
• Able to work independently and take initiative
• Confident with scheduling systems, texting platforms, email communication, and social media
• Able to maintain a clean, polished, and welcoming clinical environment
• Marketing, social media, or patient conversion experience is a plus
• Experience in med spa, aesthetics, wellness clinic, or healthcare is strongly preferred

Benefits

• Retirement match available after 1 year
• 40% employee discount on services
• 20% discount on services for immediate family members
• Closed on Sundays and holidays

Ideal Candidate

The ideal candidate is someone who:

• Takes ownership of the front office
• Notices what needs to be done without being asked
• Enjoys helping patients feel comfortable and cared for
• Can balance hospitality, organization, and follow-through
• Is comfortable wearing many hats in a growing clinic
• Understands that cleanliness, presentation, communication, and consistency all matter

To Apply

Please send your resume and a brief note telling us why you would be a great fit for the Lead Patient Coordinator role.

Pay: $22.00 - $24.00 per hour

Expected hours: 40.0 per week

Benefits:

• Employee discount
• Retirement plan

Application Question(s):

• Have you ever worked for an owner-operated business?
• Do you have experience creating social media content for business purposes?

Work Location: In person

Salary : $22 - $24