Patient Experience Coordinator

Position: Patient Experience Coordinator

Responsible to: Practice Manager & Practice Owner

About Us: Prejuvenation Aesthetics is a boutique, award-winning medical aesthetics practice dedicated to elevating the patient experience through proactive, personalized cosmetic wellness. We provide advanced injectables, skin rejuvenation services, and curated skincare regimens in a warm, welcoming, high-touch environment.

We believe exceptional results begin with an exceptional patient journey—and this role is central to delivering that experience.

Position Summary: The Patient Experience Coordinator plays a vital role in supporting every stage of the patient journey, from first contact through post-treatment follow-up. This is a front desk–first role with responsibilities that also include clinical flow support and operational assistance that keeps the practice running smoothly.

The ideal candidate is polished, organized, warm, and able to anticipate needs before they arise. They ensure that patients feel cared for, informed, and guided at every touchpoint while supporting the providers with non-clinical tasks that enhance workflow and efficiency.

Key Responsibilities:

Patient Experience & Front Desk (Primary)

You will be the first impression—and often the anchor—of the patient journey.

• Greet patients warmly and create a welcoming environment upon arrival
• Manage patient check-in/check-out processes, ensuring accuracy in documentation
• Answer phone calls, emails, and text inquiries promptly and professionally
• Provide exceptional customer service at every touch point
• Help facilitate a positive, high-end boutique atmosphere
• Support a seamless and elevated patient flow throughout their visit

Scheduling & Coordination

• Assist patients with understanding their plan of care, pre/post instructions, and next steps
• Answer general questions regarding treatment types
• Schedule appointments, consultations, follow-ups, and multi-service visits
• Manage confirmations, cancellations, waitlists, and rebooking reminders
• Ensure all intake forms, medical histories, and Good Faith Exams are completed before visits
• Track patient communication and follow-up tasks to support retention
• Assist with membership scheduling and billing-related questions

Clinical Flow Support (Non-Clinical Assistance)

This role does not perform hands-on clinical care but supports the providers through structured tasks that improve workflow and patient experience.

• Prepare rooms for patient visits (tidying, stocking, prepping treatment trays)
• Turn over rooms between patients
• Escort patients to and from treatment rooms and assist with prepping them for treatments
• Assist with standardized before/after photography
• Communicate patient arrival and readiness to providers
• Help maintain a consistent, high-end patient flow on busy days

Operations, Facility & Inventory Support

• Support daily opening and closing procedures and uphold clinical safety standards
• Maintain a high level of office cleanliness and organization
• Support laundry, linens, and treatment room upkeep as needed
• Maintain stock levels in treatment rooms (gloves, disposables, skincare products, linens)
• Assist with inventory management of retail, backbar, injectable, and office supplies
• Unbox deliveries, restock supplies, rotate products, and maintain inventory organization
• Ensure retail shelves, displays, and member perks are well-presented and stocked
• Run various errands for practice as needed
• Uphold HIPAA, OSHA, and infection control standards

The Right Fit

This opportunity is for the bubbly, upbeat, innovative go-getter who:

• Has a professional, positive demeanor and a drive for excellence
• High emotional intelligence and professionalism under pressure
• Is dependable, organized, can prioritize and multitask with ease
• Confident and willing to contribute to social media content
• Energizes others and creates a positive, high-performing culture
• Is solution and results focused
• Wants to find better ways to serve and grow with the practice

Preferred Skills

• Experience in medical aesthetics, dermatology, spa, hospitality, or luxury service settings preferred
• Understanding of nonsurgical aesthetic treatments including injections, lasers, microneedling, facials and chemical peels.
• Excellent communication skills—verbal, written, and interpersonal
• Comfortable discussing pricing, packages, and promotions with patients, with a strong understanding of how to identify needs and confidently close sale
• Tech savvy with comfort using EMR, scheduling systems, and digital communication tools
• Ability to work proactively, independently, and as part of a small, high-performing team
• Understanding of HIPPA regulations and commitment to maintain confidentiality.

Scheudule & Compensation

• Full-time (32–40 hours/week)
• Occasional evenings or Saturdays for events or extended hours
• Competitive hourly pay (based on experience) and benefits package
• Eligibility for performance-based bonuses
• Mentorship and internal training included
• Access to employee perks and treatment discounts
• Career advancement into clinical or administrative leadership for the right candidate

Ready to Apply?

If you’re ready to learn, grow, and contribute to a high-performing aesthetic practice—we want to hear from you!

Please submit your resume and a 1-minute video sharing why you’re the right fit for this position and the Prejuvenation Aesthetics team to admin@prejuvenationaesthetics.com.

Job Type: Full-time

Pay: $21.00 - $26.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k) matching
• Employee discount
• Flexible spending account
• Opportunities for advancement
• Paid time off
• Professional development assistance

Ability to Commute:

• Leesburg, VA 20175 (Required)

Work Location: In person

Salary : $21 - $26