Patient Care Coordinator / Medical Receptionist

Skin Synthesis is seeking a highly motivated Patient Care Coordinator who thrives in a luxury, relationship-driven environment and is passionate about delivering an exceptional patient experience.

About Skin Synthesis: Skin Synthesis is a luxury boutique medspa in Seattle dedicated to delivering exceptional aesthetic care through evidence-based medicine, clinical excellence, and meaningful patient relationships. We believe aging is a privilege, and our mission is to connect, grow, and transform lives by helping patients look and feel their best. Our team is committed to integrity, safety, lifelong learning, and an elevated patient experience that prioritizes quality over quantity in every interaction.

The Ideal Candidate: At Skin Synthesis, every interaction is intentional, refined, and deeply personal. As our Patient Care Coordinator, you are not simply a medical receptionist - you are a brand ambassador, concierge, curator of experience, and are polished and impeccably attentive. As the first and final touchpoint, you orchestrate an effortless, elevated journey that sets the tone for sophistication, trust, and excellence.

This role is ideal for someone who thrives in luxury hospitality environments, anticipates patient needs and proactively creates solutions, and takes pride in delivering calm, confident, and gracious service in a fast-paced aesthetic setting. You will curate seamless patient journeys, build meaningful relationships, and support both patient retention and practice growth through thoughtful communication, lead conversion, and elevated service standards.

The Patient Care Coordinator is essential to delivering our mission of personalized, evidence-based aesthetic care in a luxury clinical environment.

Administrative & Patient Experience Responsibilities

• Welcome every patient with warmth, poise, and genuine attentiveness, setting the tone for an exceptional experience.
• Curate a seamless check-in experience, including signing consents, loyalty enrollment, and clinical photography, with discretion and professionalism.
• Deliver a polished check-out experience, gathering retail items, scheduling future appointments, payment processing, and thoughtful requests for reviews or referrals.
• Serve as the primary communication liaison for patients and prospective patients across phone, text, email, and social platforms.
• Convert patient inquiries into consultations and long-term relationships through timely, thoughtful, and personalized follow-up.
• Thoughtfully schedule new and returning guests while optimizing provider calendars to ensure flow, efficiency, and minimal downtime.
• Coordinate closely with clinical providers to anticipate needs and ensure each visit is prepared with intention and care.
• Drive practice growth through effective lead management, consultation conversion, retention strategies, and patient relationship building.
• Maintain meticulous and confidential patient records in strict compliance with HIPAA and clinic protocols.
• Execute personalized patient outreach, including handwritten notes, and curated follow-up communication.
• Navigate multiple priorities with composure, precision, and exceptional attention to detail.
• Contribute to special projects designed to refine operations and continuously elevate the guest experience.
• Assist in maintaining a pristine, serene, and visually elevated clinic environment reflective of a luxury brand with light custodial duties.

Professional Standards & Brand Stewardship

• Embody a polished, refined appearance and demeanor consistent with a luxury hospitality standard.
• Demonstrate curiosity, adaptability, and a desire for continued growth and mastery.
• Operate as a proactive, collaborative team member who anticipates both patient and team needs.
• Uphold the highest standards of discretion, confidentiality, and professionalism.
• Maintain an in-depth working knowledge of Skin Synthesis’ services, standard operating procedures (SOPs), and brand philosophy.
• Commit to achieving established key performance indicators (KPIs) and practice goals.
• Uphold Skin Synthesis’ commitment to quality over quantity by prioritizing meaningful patient relationships and exceptional outcomes.

Key Performance Indicators (KPIs)

The Patient Care Coordinator is responsible for supporting practice growth and delivering an exceptional patient experience through measurable performance outcomes, including:

• Lead Conversion: Consistently convert patient inquiries into consultations and appointments through timely, personalized, and effective communication.
• Patient Retention & Rebooking: Achieve established rebooking goals by proactively scheduling future appointments and maintaining meaningful patient relationships.
• Patient Experience & Hospitality: Deliver an exceptional, luxury-level experience through proactive communication, anticipation of patient needs, and a commitment to unreasonable hospitality.
• Patient Reviews & Reputation Growth: Consistently request and generate patient reviews while maintaining the highest standards of service that inspire patient advocacy.
• Schedule Optimization: Maximize provider availability through thoughtful scheduling, effective appointment management, and minimizing gaps in the clinical schedule.
• Patient Follow-Up: Complete timely and personalized follow-up communication with prospective and existing patients to support conversion, retention, and satisfaction.
• Practice Growth & Team Contribution: Support revenue growth, operational efficiency, and team success by consistently upholding Skin Synthesis’ mission, values, and standards of excellence.

Qualifications & Experience

• Minimum 2 years of experience in luxury hospitality, concierge services, medical aesthetics, plastic surgery, dermatology, wellness, or client-facing administrative roles.
• Proven success in high-ticket luxury sales, lead generation, and conversion.
• Exceptional interpersonal, communication, and hospitality-driven service skills.
• Positive, confident, and self-motivated with a patient-first mindset.
• Highly organized with the ability to manage competing priorities gracefully.
• Comfortable operating in a fast-paced, detail-driven environment.
• Demonstrated discretion handling sensitive information in compliance with privacy standards.
• Proficiency in Microsoft Office, scheduling software, and EMR or CRM systems.
• Current BLS/CPR certification required.

Compensation & Perks

• Competitive wages reflective of experience and contribution
• Generous paid time off (15 paid holidays, 8 PTO days, 8 sick days)
• Health, dental, and vision insurance
• Eligibility for discounted on-site employee parking in a gated garage
• Quarterly complimentary neuromodulator treatments as part of our commitment to employee wellness and education
• Exclusive employee pricing on treatments and retail products
• Quarterly team activities and continuing education
• A beautifully designed workspace and a culture rooted in values, excellence, growth, and collaboration

Physical & Environmental Expectations

• Prolonged periods of sitting at a desk and working on a computer.
• Occasionally stand, walk, use hands and fingers, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, talk and hear.
• Occasionally lift and/or move up to 30 pounds.
• Possess the ability to handle stress well and get along with others.
• Ability to tolerate noisy and/or quiet environments, being mindful of others.
• Ability to tolerate changes in temperature.

Workplace Exposure

Exposure to medical-grade products, disinfectants, bodily fluids, latex, and infectious disease risks inherent to a clinical setting.

Vaccination Policy

Skin Synthesis is consistent with state public health orders and policies, requiring employees to show proof of vaccination. Medical and religious exemptions from vaccination are available to those who qualify.

Our Commitment to Inclusion

Skin Synthesis is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We seek to hire on the basis of merit, competence, performance, and business needs.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Pay: $22.00 - $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $22 - $25