Front Desk / Patient Care Coordinator

Job Title: Front Desk / Patient Care Coordinator (PCC)

Employment Type: Part-Time

Position Overview

The Front Desk / Patient Care Coordinator (PCC) serves as the first point of contact for patients, ensuring an exceptional experience from initial inquiry through post-treatment follow-up. This role is responsible for managing front desk operations, coordinating patient flow, supporting the clinical team, and driving practice growth through outstanding service and communication.

The ideal candidate is polished, detail-oriented, and thrives in a fast-paced, patient-centric medical aesthetics environment. Seeking candidates interested in pursuing medicine and nursing as a full-time career, including medical, PA, and nursing students.

Key Responsibilities

Front Desk & Administrative Duties

• Greet and check in patients, providing a professional and welcoming first impression.
• Manage appointment scheduling, confirmations, rescheduling, and cancellations.
• Maintain a clean, organized, and inviting reception area.
• Process payments, maintain accurate financial records, and reconcile daily transactions.
• Monitor and respond to phone calls, emails, text messages, and online inquiries promptly.

Patient Care Coordination

• Serve as the liaison between patients and providers, ensuring smooth communication.
• Guide patients through consultation-to-treatment process, answering questions and setting expectations.
• Provide pre- and post-treatment instructions and ensure follow-up communications are completed.
• Track patient progress, treatment plans, and rebooking opportunities to maximize retention.

Sales & Conversion Support

• Educate patients on available treatments, packages, and memberships in alignment with provider recommendations.
• Promote ongoing promotions, events, and referral programs to drive revenue.
• Support consultation conversions by preparing treatment rooms, reviewing treatment plans, and assisting providers with visuals, before/after photos, and pricing discussions.

Operational Support

• Coordinate with medical assistants, estheticians, and injectors to optimize daily schedules and patient flow.
• Ensure all consent forms, medical histories, and EMR entries are completed accurately and in compliance with regulations.
• Maintain inventory of retail and back bar products, assisting with merchandising and reorders as needed.
• Support event preparation and in-office activations.

Qualifications

• Minimum 2 years’ experience in a medical aesthetics, spa, or concierge healthcare setting preferred.
• Strong knowledge of skincare, injectables, and aesthetic treatments is highly desirable.
• Proficient in EMR/CRM platforms (Zenoti, Boulevard, PatientNow, or similar) and Microsoft Office Suite.
• Exceptional verbal and written communication skills.
• Strong multitasking abilities, with attention to accuracy and detail.
• Sales-minded with a customer-first approach.
• Ability to maintain professionalism and confidentiality at all times.

Key Competencies

• Professionalism – Maintains a polished appearance and demeanor.
• Organization & Time Management – Efficiently handles multiple tasks with minimal oversight.
• Patient-Centric Mindset – Prioritizes patient experience and builds long-term relationships.
• Sales Acumen – Comfortable presenting treatment options and closing bookings.
• Team Collaboration – Works seamlessly with clinical and administrative staff.

Work Environment & Physical Requirements

• Part-time position, in-person.
• Requires prolonged periods of sitting, standing, and computer work.
• Must be able to lift up to 20 lbs. for event or retail support.

Compensation: Competitive hourly rate or salary commensurate with experience, plus performance-based incentives.

Pay: $25.00 - $28.00 per hour

Benefits:

• Free parking
• On-the-job training
• Paid sick time
• Work Location: In person