Front Desk & Patient Sales Coordinator
Medical Assistant Background Required
Position Overview
An established medical spa and wellness practice is seeking an intentional, driven, detail-oriented, and sales-oriented professional for a hybrid Front Desk & Patient Sales Coordinator position.
Medical Assistant training and/or experience is required; however, this is not primarily a Medical Assistant treatment-room position.
The primary focus of this role is:
- Front desk operations and exceptional patient experience
- Patient scheduling and communication
- Lead management and conversion
- Patient rebooking and reactivation
- Treatment-plan follow-up
- Retail, package, and membership sales
- Social media support
- Event planning and execution
The Medical Assistant background is important because this individual will work in a medical environment and must be capable of providing backup clinical/Medical Assistant support when needed to maintain patient flow and support the clinical team.
The ideal candidate is equally comfortable delivering a polished front-desk experience, having confident sales conversations, managing detailed administrative responsibilities, and stepping in to assist the clinical team when operational needs require it.
Primary Responsibilities
Front Desk & Patient Experience
- Provide a warm, polished, and professional patient experience from arrival through checkout.
- Manage patient check-in and checkout.
- Answer and manage incoming calls, texts, emails, and patient inquiries.
- Schedule, confirm, reschedule, and appropriately manage appointments.
- Verify forms, deposits, appointment notes, packages, memberships, and account information.
- Process payments accurately.
- Maintain an organized and professional reception environment.
- Monitor patient flow and communicate appropriately with providers.
- Anticipate patient and provider needs rather than waiting to be asked.
Patient Sales & Retention
This is a significant component of the position.
- Assist providers with transitioning patients from consultation to treatment.
- Review provider-recommended treatment plans and associated pricing with patients.
- Educate patients on treatment packages, memberships, retail products, promotions, and payment options.
- Assist with closing appropriate retail, treatment package, and membership sales.
- Encourage appropriate rebooking before patients leave.
- Follow up with patients who receive a treatment plan but do not immediately move forward.
- Reactivate established patients who are overdue for treatment.
- Follow up with new leads and prospective patients.
- Help convert inquiries into consultations and consultations into long-term patients.
- Support monthly sales, rebooking, retention, and conversion goals.
- Maintain organized follow-up and ensure interested patients do not fall through the cracks.
Sales should always be ethical, educational, and patient-centered. Patient safety and provider recommendations take priority over making a sale.
Backup Medical Assistant Support
Medical Assistant responsibilities are secondary to the primary Front Desk & Patient Sales Coordinator role.
The employee must, however, be willing and able to step in when additional clinical support is needed.
Backup responsibilities may include:
- Assist with patient intake as needed.
- Obtain appropriate patient information or vital signs when requested and within training/scope.
- Prepare treatment rooms when coverage is needed.
- Assist with room turnover and treatment-room readiness.
- Restock appropriate clinical supplies.
- Assist providers with appropriate non-provider clinical tasks.
- Support clinical patient flow during high-volume periods.
- Provide approved pre- and post-treatment materials or instructions as directed by a licensed provider.
- Recognize when patient questions or concerns require escalation to a licensed provider.
- Follow infection-control, sanitation, safety, confidentiality, and clinical protocols.
This position does not independently diagnose patients, make clinical treatment recommendations, or perform duties outside the employee’s training, scope, or practice protocols.
The expectation is not that the employee routinely leaves the front desk to function as the primary Medical Assistant. Rather, the Medical Assistant background provides the practice with a cross-trained team member who can safely step in when coverage or patient volume requires additional support.
Social Media & Marketing
- Post engaging content to social media Stories while on shift.
- Post approved content to the main social media grid according to the established content calendar.
- Schedule approved content in advance when required.
- Capture appropriate photos and videos of treatments, staff, products, events, and behind-the-scenes activity.
- Assist with before-and-after, educational, promotional, testimonial, and engagement content.
- Monitor appropriate social media inquiries and help convert interested followers into appointments.
- Maintain brand standards and follow patient-consent requirements.
Events & Promotions
- Assist with planning and executing patient events, clinic days, launches, and promotional activities.
- Contact patients and leads to increase attendance.
- Manage RSVPs and event bookings.
- Assist with event setup, patient flow, sales, and checkout.
- Follow up with interested attendees after events.
Required Qualifications
- Medical Assistant training and/or qualifying Medical Assistant experience is required.
- Comfortable providing backup Medical Assistant support when needed.
- Strong customer-service and communication skills.
- Sales-oriented and comfortable discussing pricing, packages, memberships, and products.
- Strong attention to detail.
- Excellent organizational and multitasking abilities.
- Comfortable being accountable to measurable goals.
- Computer and technology proficiency.
- Ability to learn EMR, scheduling, CRM, and practice-management systems.
- Professional appearance and demeanor.
- Dependable and punctual.
- Comfortable receiving coaching and performance feedback.
- Consistently available for the required Tuesday–Saturday schedule.
Schedule
Tuesday–Friday: 9:30 AM–4:30 PMSaturday: 9:30 AM–3:00 PMSunday & Monday: Off
Applicants should apply only if they can consistently work the full schedule.
The Candidate We’re Looking For
We want someone who is:
Intentional — You understand the purpose behind your work and don’t simply complete tasks to check a box.
Driven — You enjoy achieving goals and want to see measurable improvement in your performance.
Sales-oriented — You are comfortable discussing money, following up, asking for the sale, and helping patients make informed decisions.
Detail-oriented — You notice scheduling errors, missing forms, incorrect pricing, incomplete documentation, and unfinished follow-ups.
Proactive — You identify what needs attention instead of waiting to be given another task.
Accountable — You take responsibility for mistakes, correct them, and learn from them.
Coachable — You can receive constructive feedback, make changes, and demonstrate improvement.
Adaptable — You are willing to step outside your routine responsibilities when the practice or patient experience requires additional support.
Reliable — Your patients and coworkers can depend on you to be present, punctual, prepared, and engaged.
Core Values
Our four core values are:
Integrity | Safety | Professionalism | Innovation
These values are non-negotiable.
If you are not willing to uphold these values, receive coaching, adapt as the organization grows, or continuously develop the expertise and expectations of your position, please do not apply.
We are seeking someone who wants to grow with an organization rather than simply occupy a position.
Pre-Employment Requirements
Candidates selected for employment will be subject to:
- Background check
- Professional reference checks
- Verification of applicable Medical Assistant training, education, certification, and/or experience
Employment is contingent upon satisfactory completion of applicable pre-employment requirements.
The Bottom Line
This is primarily a Front Desk & Patient Sales Coordinator position—not a treatment-room Medical Assistant position.
Your Medical Assistant background gives you the clinical awareness to work effectively in a medical environment and the versatility to step in and support the clinical team when needed.
We are looking for someone who can confidently manage the front desk, build patient relationships, contribute to sales and retention, maintain exceptional attention to detail, and take ownership of their role while being willing to support the larger team when needed.
Pay: $16.00 - $18.00 per hour
Benefits:
- Employee discount
- Paid time off
- Professional development assistance
- Wellness program
Work Location: In person
