Patient Experience Coordinator

Patient Experience Coordinator

Applies to: Tier 1 (Apprentice), Tier 2 (Coordinator), Tier 3 (Advanced), Tier 4 (Master)

Location: Roberts Aesthetics & Wellness – Houma, LA

Work Type: In-person

About Roberts Aesthetics & Wellness

At Roberts Aesthetics & Wellness, our mission is to empower individuals to embrace their natural beauty and elevate their overall well-being.

We are a high-performance aesthetics and wellness clinic built on structure, excellence, accountability, and continuous growth.

Every role on our team directly impacts:

• Patient experience
• Clinical outcomes
• Clinic efficiency
• Long-term business success

We value individuals who take ownership, pursue mastery, and show up with professionalism and integrity every day.

Introduction

Are you confident, adaptable, and driven to operate at a high level in a fast-paced clinical environment?

Do you take pride in being reliable, detail-oriented, and someone others can depend on to execute consistently?

We are seeking a Patient Experience Coordinator—a dual-role position responsible for both front-end patient experience and back-end clinical support.

This is not a typical front desk or assistant role.

This is a cross-trained, performance-driven position designed for individuals who want to become highly capable, well-rounded operators within a high-performing aesthetics and wellness clinic.

You will be expected to:

• Communicate confidently with patients
• Support providers efficiently during treatments
• Maintain structure, organization, and clinic flow
• Contribute to both patient experience and clinic performance

This role requires adaptability, accountability, and a strong work ethic.

Non-Negotiable Expectations

• Must be available Monday–Friday between 8:00 AM – 5:00 PM
• Must be comfortable working in a dual role (front desk clinical support)
• Must be willing to participate in marketing and social media content
• Must be committed to ongoing training, certifications, and studying
• Must be seeking a long-term role, not temporary employment

What You’ll Do

This role is responsible for executing a high-level patient experience while supporting clinical efficiency and clinic performance.

You are not just assisting—you are actively contributing to:

• Patient satisfaction
• Schedule optimization
• Revenue support
• Clinic flow and organization

Patient Experience & Communication Responsibilities

• Manage all incoming communication (calls, texts, email, social platforms)
• Schedule, confirm, and optimize appointments with accuracy
• Convert inquiries into booked appointments through confident service education
• Perform patient follow-up, reactivation, and retention efforts
• Educate patients on services, treatment plans, and wellness offerings
• Upsell and cross-sell services and retail appropriately
• Enforce cancellation and no-show policies professionally
• Maintain a polished, welcoming, and professional front desk environment

Clinical Support & Assisting Responsibilities

• Assist providers with treatments, consultations, and patient flow
• Scribe and support documentation during appointments
• Prepare patients and treatment rooms
• Ensure seamless transitions from consult → treatment → checkout
• Support service delivery within scope based on in-house certifications and training
• Reinforce treatment plans, skincare, and wellness recommendations

Operational & Clinic Support Responsibilities

• Prepare, turn over, and close treatment rooms to clinic standards
• Maintain strict cleaning, sterilization, and safety protocols
• Complete documentation, billing, and same-day rebooking accurately
• Manage inventory, restock supplies, and report shortages
• Use downtime productively (inventory, outreach, organization, education)
• Support clinic flow and proactively solve problems

Marketing & Brand Support Responsibilities

• Participate in social media content (photos, videos, posting)
• Support patient engagement and marketing initiatives
• Contribute to the growth and visibility of the brand

Performance Expectations

Success in this role is measured by:

• Strong communication that leads to booked appointments and retained patients
• Consistent same-day rebooking and schedule optimization
• Efficient support of providers during treatments
• Maintaining a clean, organized, and compliant clinic environment
• Ability to operate independently without constant direction
• Contribution to overall clinic growth and performance

You Might Be a Fit If You…

• Take ownership of your role and do not wait to be told what to do
• Thrive in structured, high-standard environments
• Can confidently switch between front desk and clinical responsibilities
• Are highly organized, detail-oriented, and reliable
• Stay calm and professional under pressure
• Are coachable and receptive to feedback
• Take pride in doing things correctly and consistently
• Value long-term growth over short-term convenience
• Enjoy both patient interaction and behind-the-scenes execution

This Role Is NOT a Fit If You…

• Are currently in school or planning to return soon
• Prefer a single-focus role (only front desk OR only clinical)
• Dislike structure, checklists, or accountability
• Need frequent reminders or close supervision
• Avoid feedback or performance expectations
• Are seeking short-term or transitional employment
• Struggle with consistency, follow-through, or professionalism
• Are uncomfortable recommending services or supporting sales
• Are not interested in marketing or being involved in content creation

What Success Looks Like

Success in this role means:

• Patients feel welcomed, informed, and confident in their care
• Communication is timely, accurate, and professional across all platforms
• Schedules are optimized, organized, and consistently full
• Providers feel fully supported and efficient
• Treatment rooms and clinic operations are always prepared and compliant
• Documentation, billing, and rebooking are completed accurately and same day
• Clinic flow is smooth, structured, and predictable
• You demonstrate independence, accountability, and continuous growth

Growth Path

This role offers a clearly defined, performance-based growth pathway:

Tier 1 – Apprentice (0–90 days)

Structured training in systems, communication, assisting, and SOP mastery

Tier 2 – Coordinator (3–12 months)

Independent management of patient communication, scheduling, assisting, and clinic flow

Tier 3 – Advanced Coordinator (12–24 months)

High-efficiency performance, minimal oversight, strong impact on retention and revenue

Tier 4 – Master Coordinator (24 months)

Operational leadership, team support, SOP development, and performance accountability

Tier progression is earned through performance, consistency, and accountability—not tenure alone.

Compensation

Compensation for this role is based on:

• Experience
• Performance
• Growth within the role

This is a growth-based position with clear advancement opportunities for high performers.

Perks of Working With Us

• Ongoing education, mentorship, and professional growth
• Clear structure, expectations, and consistent feedback
• Employee discounts on services and ZO Skin Health
• Supportive, high-standard, no-drama team culture
• A role where your work directly impacts patient experience, clinic performance, and business success

How to Apply (Required Steps)

To be considered, candidates must complete all steps below:

Step 1: Submit Your Application

Complete the application form

https://wkf.ms/3DKfMvv

(copy and paste URL into your browser)

Incomplete applications will not be reviewed

Step 2: Video Submission (2–3 Minutes)

Upload a video answering:

• Who you are and why you are interested in this role
• What exceptional patient experience means to you
• A challenge you’ve handled and what you learned
• Why you would be a strong long-term fit

Next Steps (If Selected)

• Initial virtual interview
• In-clinic shadow / working interview
• Formal offer and tier placement discussion

If selected, we will reach out directly with next steps.

Final Summary

This is not a standard front desk or assistant role.

This position is designed for individuals who want to become highly capable, cross-trained, and essential to a high-performing aesthetics and wellness clinic.

If you value structure, growth, accountability, and being part of a team that operates at a high level—we encourage you to apply.

Benefits:

• Employee discount

Work Location: In person