Patient Care Coordinator/Clinical Assistant

Position Summary

The Patient Care Coordinator / Clinical Assistant serves as a vital member of the URBAN Medical team, ensuring a seamless patient experience from arrival to departure. This role is responsible for supporting providers clinically, maintaining efficient patient flow, preparing treatment rooms, assisting with procedures, documenting encounters, and providing front desk support when needed.

The ideal candidate is highly organized, proactive, service-oriented, and thrives in a fast-paced environment. This individual plays a key role in delivering the exceptional patient experience for which URBAN Medical is known.

Essential Responsibilities

Patient Experience & Flow

• Welcome patients and assist with creating an exceptional patient experience

• Escort patients to treatment rooms and ensure timely rooming

• Facilitate efficient patient flow throughout the clinic

• Anticipate provider and patient needs throughout appointments

• Ensure patients are comfortable and informed during their visit

• Assist with patient check-out and treatment plan coordination as needed

Clinical Support

• Prepare treatment rooms prior to patient arrival

• Ensure all required supplies, products, medications, and equipment are available for procedures

• Assist providers during aesthetic and wellness treatments as directed

• Act as a clinical assistant and scribe during consultations and procedures

• Document treatment details accurately within the electronic medical record

• Obtain and record vital signs when appropriate

• Prepare consent forms and patient education materials

• Capture standardized before-and-after photographs according to clinic protocol

• Maintain patient confidentiality and HIPAA compliance at all times

Room Turnover & Facility Readiness

• Clean, disinfect, and reset treatment rooms between patients

• Restock supplies and treatment materials

• Maintain organization and cleanliness throughout clinical areas

• Monitor inventory levels and communicate supply needs to leadership

• Assist with daily opening and closing procedures

Front Desk & Administrative Support

Cross-training and flexibility are essential components of this role.

Responsibilities may include:

• Answering incoming phone calls

• Scheduling and confirming appointments

• Managing patient communication via phone, text, and email

• Checking patients in and out

• Processing payments

• Reviewing treatment plans and recommendations

• Assisting with membership enrollment and management

• Supporting retail product sales and patient education

• Maintaining accurate patient records

Team Support

• Collaborate effectively with providers, aestheticians, nurses, and front desk staff

• Assist with special events, patient appreciation events, and educational workshops

• Participate in team meetings and ongoing training

• Support leadership initiatives and operational improvements

• Maintain a positive, solution-oriented attitude

Qualifications

Required

• High school diploma or equivalent

• Strong customer service and interpersonal skills

• Excellent organizational and multitasking abilities

• Professional appearance and communication skills

• Ability to work in a fast-paced clinical environment

• Basic computer proficiency

Preferred

• Phlebotomy Certification

• Medical Assistant certification

• Experience with EMR systems

• Experience in luxury hospitality, concierge services, or high-end customer service environments

Physical Requirements

• Ability to stand and walk for extended periods

• Ability to lift and carry up to 25 pounds

• Ability to assist with room preparation and equipment movement

• Ability to perform repetitive tasks associated with patient care and documentation

Success Measures

Success in this role is measured by:

• Exceptional patient experience scores

• Efficient patient flow and reduced provider downtime

• Accurate charting and documentation

• Timely room turnover and preparation

• Positive team collaboration

• Attention to detail and operational excellence

• Consistent adherence to URBAN Medical standards and protocols

Why Join URBAN Medical

At URBAN Medical, we believe every patient interaction matters. Our Patient Care Coordinators are instrumental in delivering an elevated experience while supporting providers and helping patients achieve their goals. This role offers opportunities for growth, cross-training, professional development, and advancement within a rapidly growing organization committed to excellence. URBAN offers competitive benefits including paid time off (PTO), paid holidays, vision and dental insurance, short and long term disability, life & death insurance, 401k with employer match, employee treatment benefits and more!