Patient Care Coordinator/Office Manager

Overview
SR Plastic Surgery, P.C. is seeking a dedicated and experienced patient care coordinator/office manager to join our growing team. This is a full-time role supporting both our East Brunswick and Montclair offices. The ideal candidate will have at least 3–5 years of experience in a surgical, medical aesthetic, or clinical practice with increasing responsibility. A focus on aesthetics, plastic surgery, or dermatology, strong administrative and clinical skills, and a passion for both patient care and aesthetics is preferred.

The Patient Care Coordinator & Office Manager serves as the face and operational backbone of a high-end plastic surgery practice. This individual meets one-on-one with patients, supports them through their cosmetic journey, and ensures the practice runs with exceptional efficiency, professionalism, and warmth. In addition to coordinating all aspects of the patient experience, this role oversees front-office staff, supports workflow management, and ensures the administrative team operates smoothly and cohesively.

The ideal candidate possesses strong relationship-building skills, is self-driven, organized, and excels in communication and customer service. This position serves as a primary liaison between the patient and surgeon, coordinates cosmetic surgery scheduling, manages daily office operations, provides leadership to front-office staff, and delivers a seamless, luxury, VIP-level patient experience.

EDUCATIONAL REQUIREMENTS

• Bachelor’s degree preferred

QUALIFICATIONS & EXPERIENCE

• 3–5 years of experience in a surgical, medical aesthetic, or clinical practice with increasing responsibility

• Experience with EMR systems, email, and internet applications

• Understanding of EOBs, insurance processing, and reimbursement requirements

• Strong organizational and workflow optimization skills

• Professional appearance and excellent interpersonal skills

• Ability to handle fast-paced, high-stress situations professionally

• Experience filing insurance claims and facilitating pre-authorizations

• A “can-do” attitude with adaptability and initiative

Primary Responsibilities

PATIENT COUNSELING & SURGERY SCHEDULING

• Discusses fees, financial policies, and procedure details with patients post-consultation
• Provides written procedure information and answers patient questions
• Utilizes a “sell without selling” approach to support surgical bookings
• Conducts consistent follow-up with surgical leads and patients
• Credentials the surgeon and practice to build patient trust and convert consultations
• Enters all patient data into EMR and patient tracking systems
• Schedules consultations, procedures, and surgical dates; tracks referral sources
• Sends requested pre- and post-consultation information and conducts follow-up
• Keeps patient flow moving efficiently and assists the surgeon in staying on schedule
• Returns patient calls promptly and provides concierge-level service
• Reviews weekly surgery and procedure schedules with surgeon
• Coordinates pre-op appointments, pre-surgical clearances, lab work, and surgical packets
• Obtains pre-certification/authorization when necessary
• Sends required paperwork to the billing company
• Collects deposits and ensures full pre-payment prior to surgery
• Responds to all inquiries (phone, website, email) within 24 hours
• Calculates conversion rates monthly and maintains patient databases for targeted outreach
• Sends referral thank-you letters

BILLING & FINANCIAL SUPPORT

• Maintains updated pricing according to market trends
• Reviews monthly surgery logs with the surgeon for accuracy
• Ensures all surgeries are paid in full 2 weeks before the scheduled date
• Posts payments daily and prepares deposits weekly
• Adheres to practice coding compliance standards and reports issues

WEBSITE & DIGITAL MANAGEMENT

• Works with web host to maintain and update high-quality website content
• Updates speaking engagements, awards, media features, and procedure pages
• Uploads new “Before & After” photos regularly
• Performs competitive website and service analysis
• Manages email marketing and responds to website inquiries
• Assists with social media content, posting, and engagement
• Monitors and helps obtain online patient reviews

OFFICE MANAGER RESPONSIBILITIES

OFFICE OPERATIONS & ADMINISTRATION

• Oversees daily operations to ensure efficiency and a polished, luxury environment
• Manages office supplies, inventory, and vendor relationships
• Ensures all patient care rooms and common areas meet high cleanliness and presentation standards
• Coordinates maintenance and repairs of office and medical equipment
• Manages office opening and closing procedures
• Implements workflow improvements and office policies

STAFF COORDINATION & LEADERSHIP

• Serves as the point of contact for staff operations; supports daily workflow
• Assists with onboarding and training new staff
• Helps manage staff scheduling and daily assignments
• Promotes teamwork and professional communication

PATIENT EXPERIENCE OVERSIGHT

• Supervises front desk operations, check-in/check-out, and waiting room flow
• Ensures timely, professional communication with all patients
• Maintains high-end hospitality standards consistent with luxury branding

COMPLIANCE, SAFETY & RECORDKEEPING

• Ensures adherence to HIPAA and OSHA standards
• Manages logs (autoclave, refrigerator temps, safety checklists)
• Documents incidents and maintains administrative files

FINANCIAL & ADMIN SUPPORT

• Assists with financial reconciliation, deposits, and vendor invoices

FACILITY, VENDOR & TECH MANAGEMENT

• Coordinates with building management, cleaners, and service vendors
• Oversees technology and EMR function, liaising with IT support as needed
• Maintains contracts, warranties, and licensing schedules

MARKETING & EVENT SUPPORT

• Assists with planning events, promotions, and content creation
• Helps ensure the office’s branding aligns with practice standards

OTHER DUTIES

• Maintains inventory, autoclave logs, refrigerator temps, and helps set up/break down patient rooms
• Assists with cleaning between patients and end-of-day tasks
• Supports reward program enrollment and point redemption (e.g., Aspire, Allē)
• Performs additional duties as assigned based on practice needs

ACCESS TO PHI

• Full access to PHI required to perform operational and administrative duties
• Must adhere strictly to HIPAA compliance and data security procedures

TYPICAL PHYSICAL DEMANDS

• Prolonged sitting, bending, standing, lifting up to 20 lbs
• Manual dexterity for office and clinical equipment

WORKING CONDITIONS

• Full-time; Monday 10AM–6 PM, Tuesday–Friday 8–4 PM (subject to change per patient demand)
• Occasional evening or weekend hours for events
• Occasional travel to East Brunswick location.

Preferred Skills

• Experience with CareCredit, Alle, and Aspire Rewards.
• Ability to discuss treatment pricing and payment plans confidently.
• Detail-oriented, tech-savvy, and proactive in patient follow-up.

Benefits

• Competitive salary (commensurate with experience)
• Health benefits
• Paid time off and holidays
• Ongoing training and education
• Employee discounts on treatments and products

Compensation

• Hourly rate $28-$32
• Commission opportunity

Job Type: Full-time

Pay: $28.00 - $32.00 per hour

Expected hours: 40 per week

Benefits:

• Employee discount
• Health insurance
• Paid sick time
• Paid time off
• Retirement plan

Application Question(s):

• This is a dual-location role supporting both our East Brunswick and Montclair locations. Will you be able to reliably commute to Montclair, 07042 AND East Brunswick, 08816? Number of days in each location will vary per week.

Work Location: In person

Salary : $28 - $32