Front Desk Concierge & Patient Experience Coordinator
Earth Tech Medical Spa - A Medical Aesthetics Practice
As the first point of contact for our patients and guests, the Front Desk Concierge sets the tone for an exceptional, clinically-grounded, and truly memorable spa experience. This role extends far beyond scheduling or answering phones - it is the art of orchestrating a seamless, luxurious, and personalized patient journey that reflects both the elevated standards of our brand and the clinical integrity of a physician-directed medical spa. This role also requires attention to HIPAA-conscious handling of patient information and awareness of medical intake protocols overseen by our Medical Director.
We are seeking polished, service-driven professionals who understand the nuances of luxury hospitality and the discretion required in a medical setting - individuals who can anticipate patient needs before they're expressed, while respecting the clinical boundaries of a physician-supervised practice.
Key Responsibilities
Elevated Patient Experience
Welcome each guest with warmth, professionalism, and a refined sense of hospitality, ensuring every patient feels valued, cared for, and clinically reassured from the moment they arrive.
Patient Journey Management
Coordinate check-in and check-out with discretion and efficiency, including collection and organization of required clinical documentation (intake forms, consent forms, Good Faith Exam scheduling) in accordance with Medical Director protocols.
Guest & Patient Communication
Manage all phone calls, emails, and in-person inquiries with sophistication and a concierge mindset — while maintaining strict confidentiality standards appropriate to a medical practice environment.
Scheduling & Clinical Coordination
Arrange patient appointments with precision, ensuring seamless alignment between service providers, Medical Director availability for required exams/standing orders, and individual patient treatment plans.
Service & Clinical Protocol Expertise
Develop strong working knowledge of all treatments, services, and applicable medical protocols (e.g., contraindications, Good Faith Exam requirements, physician-delegated procedures) to enable confident, compliant recommendations and tailored guidance.
Relationship Building
Foster long-term patient loyalty by nurturing genuine relationships, remembering preferences and treatment history, and creating moments of delight within a clinically responsible framework.
Payment, Documentation & Confidentiality
Handle transactions, patient records, and consent documentation with accuracy, discretion, and full respect for patient privacy — maintaining the highest level of professionalism expected in a medical setting.
Brand & Practice Representation
Support marketing events and act as an ambassador for the spa, embodying its values, luxury positioning, and credibility as a physician-directed medical practice.
Operational Excellence
Maintain a pristine, inviting reception area that reflects the elegance of the brand and the clinical polish of a modern medical spa.
Qualifications
- Bachelor's degree preferred; High School Diploma/GED required.
- Experience in luxury hospitality, medical spa, aesthetic practice, or high-end retail required; prior experience in a physician's office, dermatology practice, or medical aesthetics setting highly valued.
- Refined interpersonal and communication skills, with the ability to influence, connect, and build lasting rapport with patients and clients alike.
- Comfort and discretion handling sensitive patient information; familiarity with HIPAA principles a plus.
- Strong multi-tasking ability and professional judgment, with the confidence to navigate delicate patient situations gracefully.
- A passion for white-glove service paired with respect for clinical protocol and physician oversight.
- Impeccable attention to detail, personal presentation, and organizational skills.
- Ability to quickly master spa protocols, medical intake procedures, and service offerings with a luxury concierge mindset.
Job Types: Full-time, Part-time
Pay: $17.00 - $20.00 per hour
Work Location: In person
