Job Opportunity: Front Office Concierge
Department: Patient Care / Front Office
Reports To: Medical Director and Practice Manager
Location: Mt. Juliet, TN
Position Type: Full-Time
Hours: M-F 9am-6pm, 1 Saturday shift/month from 8am-4pm as needed
Pay Range: $20-$25/hr based on experience
About Us
At West Wilson Aesthetics, we blend cutting-edge aesthetic medicine with an unparalleled level of patient care. We believe that every patient journey should be elevated, seamless, and deeply personal. We are seeking a sophisticated, high-energy, and meticulously organized Front Office Concierge to be the face of our brand and the heartbeat of our patient experience.
Position Summary
The key objective of the Front Office Concierge is to deliver a top-tier, luxury experience to both existing and prospective patients. In this role, you will do much more than answer phones—you will embody our brand philosophy, demonstrate advanced treatment knowledge, and build meaningful, emotional connections with our patients. Working closely with our Medical Director and Practice Manager, you will ensure our fast-paced office runs flawlessly every single day.
Key ResponsibilitiesElevated Patient Care
- The Ultimate First Impression: Warmly greet patients upon arrival and ensure they feel welcomed, comfortable, and valued.
- Clinical Support: Room patients, confirm visit objectives, ensure all medical consents are completed, and capture precise Before/After photos
- Patient Education & Prep: Assist with patient prep as qualified, educate patients on promotions or treatment add-ons, and provide clear, comprehensive post-care instructions.
- Proactive Follow-Up: Manage post-treatment reach-outs and schedule follow-up appointments requested by providers.
Daily Operations & Practice Flow
- Morning Preparation: Review the daily schedule to proactively spot and resolve discrepancies (e.g., missing paperwork, double bookings). Ensure exam rooms, the lobby, and the front desk are pristine, stocked, and ready for the day (music on, refreshments ready).
- Active Practice Management: Manage multi-channel communications (phone, email, text) with impeccable grammar and a warm tone. Master our Electronic Medical Records (EMR) system for smooth patient scheduling, checking out, and billing.
- Rewards & Inventory: Seamlessly apply patient rewards program benefits during check-out. Monitor retail/back-bar inventory and coordinate supply orders within budget.
- Evening Wrap-Up: Prep the practice for the next business day. Count and reconcile daily cash/checks with the Practice Management System, secure funds in the safe, and properly shut down medical equipment and secure the facility.
Qualifications & Skills
Education & Experience:
- Required: High School diploma and a minimum of 2 years of experience working in a medical practice. BONUS POINTS: Aesthetic Medicine experience preferred!
- Preferred: College degree.
Essential Skills:
- Industry Knowledge: A strong foundational understanding of aesthetic and regenerative medicine treatments and general skincare products.
- Polished Communication: Impeccable verbal and written skills (flawless grammar, spelling, and punctuation) for professional emailing and texting.
- The "Concierge" Mindset: A warm, friendly, and compassionate attitude with the ability to remain calm, highly organized, and focused in a fast-paced environment.
- Technical Savvy: Proficiency with EMR systems, patient management platforms, photo-tracking software, and basic math for checkout/billing.
- Professional Integrity: Strict adherence to HIPAA guidelines, a strong understanding of patient discretion, and an ability to collaborate seamlessly within a tight-knit team.
Bonus Points (Secondary Responsibilities)
- Actively identifying and nurturing successful patient or business lead sources.
- Representing the practice and supporting our providers at occasional off-site events.
What We Offer
- A luxury, high-end working environment.
- Opportunities for growth in a thriving, fast-paced industry.
- Full Time employees enjoy the following perks:
- Paid time off
- Medical, dental and vision benefits options
- Complimentary or deeply discounted treatments
To Apply
If you have a passion for aesthetics, a heart for patient care, and the organization skills of a top-tier project manager, we want to hear from you! Please submit your resume along with a brief cover letter to explaining why you are the perfect fit for our Front Office Concierge role. We look forward to meeting you!
Pay: $20.00 - $25.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Required)
Ability to Commute:
- Mount Juliet, TN 37122 (Required)
Work Location: In person
