Patient Care Coordinator - Medspa (Part-time)

About The Look:

At The Look Aesthetics, we believe aesthetic medicine should be intentional, educational, and centered around helping patients look and feel like the best version of themselves. Our boutique-style practice is built on genuine relationships, exceptional patient experiences, and natural-looking results.

We are a fast-paced, team-oriented practice that values kindness, professionalism, accountability, and continuous growth. Every interaction matters. From a patient's first phone call to their follow-up after treatment, and our Patient Care Coordinators play a vital role in creating an experience that keeps patients coming back.

We're looking for someone who loves helping people, thrives in a busy environment, has an eye for detail, and enjoys being part of a close-knit team.

Position Summary

As a Patient Care Coordinator, you'll be one of the first faces and voices our patients encounter. You'll help create a warm, welcoming environment while ensuring each patient's experience is seamless from start to finish.

This role combines exceptional customer service with organization, communication, and administrative support. You'll work closely with our providers and clinical team to keep the day running smoothly while helping patients feel informed, cared for, and excited about their aesthetic journey.

What You'll Do:

Patient Experience

• Welcome every patient with warmth and professionalism.
• Build genuine relationships with patients and create an exceptional first impression.
• Answer phones, text messages, emails, and online inquiries promptly and professionally.
• Assist patients with questions regarding treatments, skincare products, pricing, memberships, promotions, and scheduling.
• Help resolve patient concerns with empathy while working alongside the clinical team to ensure positive outcomes.

Scheduling & Coordination

• Schedule, reschedule, and confirm appointments efficiently.
• Manage provider schedules to maximize efficiency while maintaining an outstanding patient experience.
• Send appointment reminders, follow-up communications, and other patient outreach.
• Help minimize provider downtime by coordinating patient flow throughout the day.

Administrative Responsibilities

• Maintain accurate patient records and documentation.
• Process payments, product purchases, and billing inquiries.
• Assist with daily opening and closing responsibilities.
• Help maintain an organized, clean, and welcoming front office.
• Participate in team meetings, trainings, and practice events.

Team Support

• Collaborate closely with providers and teammates to ensure smooth clinic operations.
• Uphold company policies and maintain the high standards our patients expect.
• Be willing to jump in wherever needed to support the team and create an exceptional patient experience.
• Continuously learn about our treatments, skincare products, and aesthetic industry trends.

What We're Looking For

• Friendly, positive, and genuinely enjoys serving others.
• Excellent verbal and written communication skills.
• Highly organized with exceptional attention to detail.
• Able to multitask and remain calm in a fast-paced environment.
• Self-motivated with strong problem-solving skills.
• Comfortable learning new technology and practice management software.
• Passion for skincare, aesthetics, and helping people feel confident.
• Previous customer service, healthcare, hospitality, or aesthetic experience is preferred but not required.

Schedule

• Approximately 24–30 hours per week.
• Clinic hours are Monday–Thursday, 8:00 AM–4:00 PM and Friday, 8:00 AM–2:00 PM.
• Approximately one evening per month and one Saturday per month (9:00 AM–1:00 PM) to support provider schedules and patient demand.
• Flexibility is appreciated as schedules may occasionally vary.

While this position is currently part-time, we're hoping to find someone who is interested in growing with our practice. As The Look continues to expand, there may be opportunities for additional hours and potentially a full-time position for the right candidate.

What We Offer

• Competitive hourly pay based on experience.
• Bonus opportunities.
• Employee discounts on services and skincare products.
• Ongoing education and professional development.
• A supportive, collaborative team culture.
• Opportunities for growth within a rapidly growing practice.

How to Apply

If you're passionate about creating exceptional patient experiences and are excited about the possibility of growing with our team, we'd love to hear from you!

Please note: Providing outstanding patient care is our highest priority. To avoid disrupting our patients' experience, please do not contact the office by phone regarding this position. All communication throughout the hiring process will be conducted through really.

Job Type: Part-time

Pay: $19.00 - $23.00 per hour

Benefits:

• Employee discount
• Opportunities for advancement

Application Question(s):

• Why would you like to work at The Look?

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Franklin, TN 37064 (Required)

Work Location: In person

Salary : $19 - $23