What are the responsibilities and job description for the Patient Coordinator position at LaVida Medspa?
Patient Coordinator – LaVida MedSpa
Full-Time | Evenings & Some Weekends Required
LaVida MedSpa is seeking a professional, detail-driven Patient Coordinator to join our growing team. This role blends patient coordination, scheduling expertise, membership sales, and front desk operations—perfect for someone who is organized, polished, confident on the phone, and committed to delivering an elevated patient experience.
Candidates with experience in salon, spa, medspa, or beauty-industry scheduling are strongly preferred. We are seeking someone who understands appointment flow, provider scheduling, rebooking, client retention, and the importance of maintaining an accurate, productive schedule.
This is a computer-based, phone-heavy role where precision and professionalism are essential. Your ability to manage schedules flawlessly, communicate clearly, and guide patients from initial inquiry through checkout directly impacts the success of our business.
If you thrive in a fast-paced environment, excel at customer care, and take pride in accuracy and efficiency, this role offers both stability and growth.
ResponsibilitiesScheduling & Appointment Accuracy
- Manage a high volume of bookings, reschedules, confirmations, and patient inquiries
- Ensure appointment types, timing, providers, and notes are entered correctly
- Optimize provider schedules to maximize productivity and patient satisfaction
- Maintain exceptional attention to detail—scheduling accuracy is critical
- Proactively identify opportunities to fill openings and improve schedule utilization
Phone Communication & Lead Management
- Answer incoming calls with a polished, welcoming, and professional tone
- Provide clear information regarding services, preparation, policies, and expectations
- Follow up with leads via phone, text, and email
- Convert inquiries into booked appointments
- Build rapport with prospective patients and confidently guide them through the booking process
Membership Education & Sales
- Educate patients on memberships, benefits, and current promotions
- Confidently recommend memberships and work toward monthly goals
- Earn commission on each membership sold
- Maintain strong knowledge of services, pricing, and policies
Check-In, Checkout & Transaction Accuracy
- Greet patients warmly and professionally upon arrival
- Check guests in and out efficiently and accurately
- Process payments, memberships, and promotions correctly
- Maintain HIPAA-compliant digital records and intake forms
Guest Experience & Front Desk Support
- Serve as the first impression of LaVida MedSpa
- Support a seamless and elevated patient experience from start to finish
- Ensure all required forms and documentation are completed prior to services
What We're Looking For
- 1 year of salon, spa, medspa, beauty industry, or high-volume appointment scheduling experience strongly preferred
- Experience managing appointment books with multiple providers
- Strong understanding of scheduling, rebooking, and calendar management
- 1 year of customer service, front desk, or sales experience
- Strong phone presence and confidence communicating throughout the day
- Exceptional attention to detail and accuracy
- Comfortable working in computer-based systems and multitasking
- Professional, polished, and friendly demeanor
- Evenings and some weekends required
- Must be 18
Schedule & Availability
- Full-Time: 30–37 hours per week
- Set schedule provided after training
What You'll Receive
- Competitive hourly pay (DOE)
- Commission on memberships
- Employee discounts on services and retail
- Comprehensive training and continued career development
- Supportive, upbeat, professional team culture
Ready to Make an Impact?
If you have experience managing schedules in a salon, spa, medspa, or similar service-based environment and enjoy creating exceptional client experiences while keeping operations running smoothly, we'd love to meet you.
Apply today and become a key part of the LaVida MedSpa experience.
Pay: $18.00 per hour
Benefits:
- Employee discount
Application Question(s):
- This position requires being on the phone frequently throughout your shift. Are you comfortable with a phone-heavy, computer-based role?
- This role requires precise scheduling and accurate financial transactions. How would you rate your attention to detail?
- This position includes educating clients on memberships and selling them. Are you comfortable with sales as part of your daily responsibilities?
- How would you rate your reliability and punctuality?
- Do you have reliable transportation to Mesa?
- Are you looking for a long-term role (2 years or longer)?
- Do you have experience working in a salon, medspa, dermatology office, plastic surgery office, or similar environment?
Experience:
- Customer service: 1 year (Required)
- Appointment scheduling: 1 year (Required)
Work Location: In person
Salary : $18