Patient Care Coordinator

Company Background

Facial Aesthetics was founded in 1992 and is a leading med spa synonymous with high-quality patient care and continued education. Facial Aesthetics today operates at eight locations in Colorado with plans to expand throughout the US.

Position Summary

The Patient Care Coordinator plays a critical role in creating an exceptional patient experience from the very first interaction with the patient. This highly visible position is responsible for front desk operations, including scheduling appointments, managing patient communications, coordinating provider schedules, and supporting day-to-day operations of Facial Aesthetics. The ideal candidate is professional, polished, detail-oriented and passionate about skincare and aesthetics.

Position Requirements

• Warmly greet and check in patients, delivering an exceptional, professional, and discreet front desk experience.
• Utilize Zenoti, our EMR and practice management system, to accurately schedule, confirm, reschedule, and cancel appointments while maintaining provider efficiency and optimizing the clinic schedule.
• Use Patient Prism to manage inbound leads, track lead status, and drive strong lead-to-booking conversion.
• Maintain organized and compliant front desk operations, including intake forms, patient charts, and HIPAA-compliant documentation within Zenoti.
• Manage a high volume of phone calls and respond to patient inquiries promptly with accurate, service-oriented information.
• Educate patients on treatments, skincare products, monthly promotions, memberships, and financing options as appropriate.
• Process all point-of-sale (POS) transactions, collect payments, apply discounts or promotions, and reconcile daily revenue within Zenoti.
• Monitor lobby flow and patient wait times, ensuring a seamless and attentive front desk experience.
• Track and support key performance indicators (KPIs) including lead conversions (Patient Prism), rebooking, retail sales, membership sales, and patient retention.
• Collaborate with clinical providers, Clinic Managers, and leadership to support patient satisfaction and smooth daily operations.
• Maintain a clean, organized, and inviting lobby, retail displays, and front desk workspace that reflects the Facial Aesthetics brand.
• Escalate patient concerns or service issues to the Clinic Manager promptly to ensure timely and satisfactory resolution.
• Participate in local marketing initiatives, promotional events, and grassroots outreach to support patient acquisition and brand awareness.

Education and/or Skills Required

• Minimum 1-3 years' experience in a medical spa, dermatology office, luxury retail, or similar clinical setting.
• Excellent communication and interpersonal skills – both verbal and written.
• Flexible availability, including evenings, and weekends as needed.
• Strong organizational and multitasking skills in a fast-paced environment.
• Professional appearance, discretion and a patient first mindset.
• Strong knowledge of skin health, aging, acne, and aesthetic treatment/product modalities.
• Ability to provide compassionate patient care and maintain patient confidentiality.

This is not a comprehensive definition of the position. Position holders are expected to undertake any work that comes with the position’s main objectives. This position description will be kept under review and may be changed at any time.

Job Type: Full-time

Pay: From $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Fort Collins, CO 80525 (Required)

Ability to Relocate:

• Fort Collins, CO 80525: Relocate before starting work (Required)

Work Location: In person

Salary : $22