Patient Coordinator / Front Desk – Medical Aesthetics
About the Role
Enlightenmd is seeking a polished, high-performing Patient Coordinator to own the front-desk experience from first inquiry through checkout and follow-up.
This is not a traditional receptionist position. The ideal candidate combines exceptional hospitality, operational accuracy, strong communication, and confident sales ability in a fast-paced medical aesthetics environment.
You will play a direct role in both the patient experience and growth of the practice—helping convert inquiries into appointments, keeping provider schedules optimized, reinforcing treatment plans, rebooking patients, and ensuring every interaction reflects the Enlightenmd standard.
What You’ll DoPatient Experience & Communication
- Welcome every patient with warmth, professionalism, and a high level of service.
- Create a seamless patient experience from initial inquiry through check-in, treatment, checkout, and follow-up.
- Manage patient communication across phone, voicemail, Podium, and email promptly and professionally.
- Respond to new patient inquiries and confidently guide prospective patients toward the appropriate consultation, provider, or treatment.
- Follow up with prospective patients who inquire but do not immediately schedule.
- Answer patient questions regarding appointments, treatments, pricing, promotions, and general practice information.
- Maintain a clean, organized, polished front desk and lobby that reflects the Enlightenmd brand.
- Maintain accurate patient records and protect patient confidentiality in accordance with HIPAA and Enlightenmd policies.
Scheduling & Daily Operations
- Actively manage and optimize provider schedules to minimize unused appointment time.
- Confirm appointments, manage schedule changes, work cancellation and waitlists, and proactively fill openings.
- Communicate scheduling delays or changes clearly with patients and clinical staff.
- Support providers and the clinical team throughout the patient journey, including assisting with patient numbing when needed.
- Complete daily opening procedures, including technology, POS, music, lobby, and operational checks.
- Maintain accurate documentation and ensure required patient information is complete.
- Complete weekly skincare inventory counts and maintain appropriate product and office supply levels.
- Receive, document, and distribute incoming packages.
Checkout & Financial Accuracy
- Accurately process patient payments, financing, loyalty programs, promotional offers, and discounts.
- Manage checkout platforms and programs including Alle, Aspire, Cherry Credit, and other applicable systems.
- Review patient treatment recommendations and next steps during checkout.
- Maintain accurate patient account and transaction information.
- Complete daily financial reconciliation, closeout, and required reporting.
Sales, Treatment Plans & Patient Retention
This position plays an active role in helping patients move forward with the treatments and products recommended for them.
- Maintain strong working knowledge of Enlightenmd treatments, devices, skincare products, packages, promotions, and pricing.
- Confidently educate patients on treatments and skincare based on their needs and provider recommendations.
- Support treatment-plan conversion by reviewing recommendations, explaining pricing and financing options, answering questions, and helping patients schedule their next steps.
- Reinforce provider recommendations and ensure patients understand their treatment plan before leaving the practice.
- Proactively rebook patients for appropriate future treatments and follow-up appointments.
- Follow up on unscheduled treatment recommendations and consultations.
- Support patient retention and reactivation by reaching out to patients who are due for treatments, skincare, or follow-up services.
- Contribute to monthly front-desk performance goals across patient rebooking, skincare, services, and treatment-plan conversion.
What Success Looks Like
You are successful in this role when:
- Patients consistently receive prompt, polished, knowledgeable service.
- New patient inquiries are effectively converted into consultations and appointments.
- Provider schedules are actively managed, and cancellations are worked quickly.
- Patients leave with a clear understanding of their treatment recommendations and next steps.
- Appropriate patients are rebooked before leaving the practice.
- Outstanding treatment plans and patient inquiries receive timely follow-up.
- Checkout, documentation, inventory, and financial closeout are consistently accurate.
- Front-desk sales, rebooking, retention, and conversion goals are consistently achieved.
- Providers and team members can rely on the front desk to anticipate needs and keep the patient experience moving smoothly.
You’re a Strong Candidate If You Have
- Previous experience in medical aesthetics, dermatology, plastic surgery, medical offices, luxury hospitality, or another high-touch patient/customer environment.
- 1–2+ years of sales, upselling, treatment coordination, or customer-facing sales experience strongly preferred.
- Confidence discussing pricing, treatment value, products, and services with patients.
- A polished, professional presence and exceptional communication skills.
- Strong attention to detail and a high standard for documentation and financial accuracy.
- The ability to multitask and remain composed in a busy, fast-moving environment.
- Comfort using EMR systems, POS platforms, financing systems, scanners, and digital communication tools.
- The ability and willingness to learn EnlightenMD’s treatments, devices, skincare products, and protocols in depth.
- A collaborative, team-oriented approach and commitment to delivering an exceptional patient experience.
- A high-ownership mentality—you notice what needs to be done, solve problems proactively, and do not wait to be asked.
The Person We’re Looking For
You are warm without being passive, sales-minded without being pushy, and highly organized without losing sight of the patient experience.
You understand that the front desk is more than the first impression of the practice. It is a critical part of the patient journey and the operational and financial performance of Enlightenmd.
If you enjoy building relationships with patients, taking ownership, staying busy, solving problems, and contributing directly to the growth of a high-performing medical aesthetics practice, we want to meet you.
Pay: From $23.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Employee mentoring program
- Health insurance
- On-the-job training
- Paid time off
- Vision insurance
Work Location: In person
