Patient Care Coordinator
Ari Aesthetics & Wellness – Medford, WI
Join Our Growing Team!
Ari Aesthetics & Wellness is seeking a friendly, dependable, and motivated Patient Care Coordinator to become an essential part of our growing medical aesthetics practice.
This position is ideal for someone who enjoys providing outstanding customer service, thrives in a fast-paced environment, and isn't afraid to jump in wherever help is needed. Every day is different, and the ideal candidate enjoys staying busy while helping create an exceptional experience for every patient.
This is much more than a traditional receptionist position—you'll be an important part of our team and the first impression our patients receive.
Position Details
- Position: Patient Care Coordinator
- Location: Ari Aesthetics & Wellness – Medford, WI
- Employment Type: Full-Time
- Starting Pay: $15.00–$18.00 per hour during training, based on experience
- Performance Review: Eligible for a wage increase after successful completion of the 90-day introductory period, with future opportunities to earn $20.00+ per hour based on performance, initiative, and demonstrated competency.
Responsibilities
Patient Experience
- Welcome patients with a warm, friendly, and professional attitude.
- Answer incoming phone calls, text messages, and online inquiries.
- Schedule, confirm, and manage appointments.
- Check patients in and out efficiently.
- Process payments and assist with financing options.
- Educate patients on memberships, packages, promotions, and skincare products.
- Maintain patient confidentiality and accurate patient records.
Clinical & Office Support
- Prepare treatment rooms between patients.
- Clean and disinfect treatment rooms according to OSHA and clinic protocols.
- Restock treatment rooms and supplies throughout the day.
- Fold, organize, and put away laundry.
- Assist with inventory management and ordering supplies.
- Keep the lobby, reception area, and clinic clean, organized, and welcoming.
- Prepare treatment trays and assist providers with patient flow as directed.
Electronic Medical Records & Administrative Support
- Utilize the practice's Electronic Medical Record (EMR) system to accurately document and manage patient information.
- Prepare and review patient charts prior to appointments to ensure all required forms, consents, photographs, and documentation are complete.
- Manage and maintain accurate patient records while ensuring HIPAA compliance.
- Upload and organize patient photos and treatment documentation within the EMR.
- Scan, file, and maintain electronic records as needed.
- Assist providers with documenting treatment plans, scheduling follow-up appointments, and coordinating patient care.
- Ensure all patient charts are complete and accurate before the close of business.
Team Support
- Work collaboratively with providers and staff to maintain efficient daily operations.
- Help maintain a positive, professional atmosphere.
- Assist with special projects, events, and promotions as needed.
- Support the team wherever needed to ensure an exceptional patient experience.
Qualifications
Required:
- High school diploma or GED.
- Excellent customer service and interpersonal skills.
- Strong organizational skills with the ability to multitask in a fast-paced environment.
- Professional appearance and communication skills.
- Basic computer proficiency and ability to learn electronic medical records and scheduling software.
- Reliable transportation and dependable attendance.
- Passion for delivering exceptional patient care and customer service.
- Genuine interest in the medical aesthetics industry and a desire to grow within the field.
Preferred:
- Associate's degree in a healthcare or business-related field.
- Certified Medical Assistant (CMA/RMA) or Certified Nursing Assistant (CNA).
- Previous experience in a medical office, dermatology practice, plastic surgery office, medical spa, or aesthetic practice.
- Experience with medical scheduling, insurance (not required but beneficial), or electronic medical records.
- Retail sales or skincare product knowledge.
- Passion for medical aesthetics, skincare, cosmetic procedures, and helping patients feel confident.
Physical Requirements
This position requires an individual who is comfortable being active throughout the workday, including:
- Standing and walking for extended periods.
- Lifting up to 30 pounds.
- Frequent bending, reaching, and stocking supplies.
- Performing light housekeeping and laundry duties.
What We're Looking For
We're looking for someone who:
- Is passionate about medical aesthetics and excited to be part of a growing medspa.
- Loves helping people feel confident and cared for.
- Takes pride in keeping things clean, organized, and running efficiently.
- Notices what needs to be done without being asked.
- Enjoys learning new skills and growing professionally.
- Thrives in a fast-paced, team-oriented environment.
- Is dependable, punctual, and takes initiative.
- Maintains professionalism and positivity under pressure.
- Wants to build a long-term career with Ari Aesthetics & Wellness.
Why Join Ari Aesthetics & Wellness?
At Ari Aesthetics & Wellness, we're committed to providing exceptional aesthetic and wellness care while creating a supportive, team-oriented workplace. As our practice continues to grow, there will be opportunities for increased hours, additional responsibilities, professional development, and career advancement for motivated team members.
Benefits May Include
- Competitive hourly pay with opportunities for performance-based wage increases.
- Employee discounts on aesthetic services and medical-grade skincare products.
- Paid training and ongoing professional development.
- Opportunities for career growth and advancement within a growing medical aesthetics practice.
- Supportive, collaborative, and team-oriented work environment.
- Dental insurance.
- Vision insurance.
- Short-Term Disability insurance.
- Life Insurance.
- Optional supplemental insurance benefits (including accident, critical illness, hospital indemnity, and other voluntary plans, as available).
- Paid time off and additional benefits may become available based on employment status and length of service.
If you're passionate about medical aesthetics, enjoy creating exceptional patient experiences, and want to grow with an exciting and expanding medspa, we'd love to hear from you.
Application Instructions
To be considered for this position, please submit your resume and a brief cover letter through the job posting or via the application method provided or to [email protected]
Due to the high volume of applications, please do not call or visit the office to inquire about the status of your application or to apply in person. We are unable to accommodate walk-in applications or employment inquiries during business hours as our priority is providing uninterrupted care to our patients.
Qualified candidates selected for an interview will be contacted directly. We appreciate your interest in joining the Ari Aesthetics & Wellness team and thank you for your understanding.
Pay: $15.00 - $18.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Life insurance
- Opportunities for advancement
- Paid time off
- Referral program
- Uniform allowance
- Vision insurance
Experience:
- Medical office: 1 year (Preferred)
License/Certification:
- CNA or MA license? (Preferred)
Shift availability:
Work Location: In person
