Front Desk Coordinator
NM Aesthetics | Wellness is a premier medical aesthetics and wellness practice founded by Nurse Megan. Our philosophy is simple: You come to us because you don’t want anyone to know you come to us.™ We specialize in refined, natural-looking results that prioritize balance, preservation, and thoughtful care.
We believe in educating rather than selling, collaborating across roles to deliver the best outcomes, and maintaining a culture where both patients and team members feel respected and supported. Curiosity, continuous learning, and a passion for subtle artistry drive everything we do – because in aesthetics, more isn’t better; better is better.
The Front Desk Coordinator plays a vital role at our office and is often the first and last impression of our Practice. As the face of the office, this role is responsible for creating a warm, welcoming, and professional experience for every patient who walks through our doors.
The ideal candidate is highly organized, detail-oriented, and passionate about delivering exceptional customer service. Front Desk Coordinators manage patient scheduling, check patients in and out, process payments, assist with retail purchases, and ensure every patient leaves with their next visit scheduled. Strong communication skills and the ability to multitask in a fast-paced aesthetic environment are essential.
Key Responsibilities
Patient Experience
- Greet patients warmly and provide a welcoming first impression
- Efficiently check patients in and out for appointments
- Ensure all required forms and consents are completed prior to appointments
- Answer patient questions and assist with general inquiries
- Maintain a clean, organized, and inviting reception and waiting area
- Provide a high level of hospitality to ensure every patient has a positive experience
Scheduling & Appointments
- Schedule patient appointments accurately with the appropriate provider, treatment, and time allotment
- Assist patients with booking follow-up visits and ensure each patient leaves with their next appointment scheduled
- Manage appointment confirmations and reminders
- Communicate scheduling availability and assist with filling last-minute openings
- Follow office policies regarding cancellations and rescheduling
Patient Communication
- Communicate with patients via phone, email, and text using our communication system
- Answer incoming calls and assist patients with scheduling, inquiries, and appointment changes
- Return voicemails and messages in a timely and professional manner
- Direct patient questions or requests to the appropriate team member when needed
Billing & Payments
- Process patient payments and transactions
- Collect deposits for services when required
- Process gift cards and retail purchases
- Maintain accuracy in payment processing and patient accounts
Retail & Product Support
- Educate patients on retail skincare and wellness products
- Assist patients with product recommendations and purchases
- Maintain and restock retail displays as needed
- Stay informed about current promotions, specials, and featured products
Administrative Duties
- Maintain accurate patient records within the EMR system
- Document patient communications when necessary
- Assist with scanning and organizing documents
- Support daily front desk operations and administrative tasks
- Learn and effectively use the Practice’s EMR, payment processing, and communication systems
Qualifications
- Previous front desk, medical office, med spa, hospitality, or customer service experience preferred
- Strong communication and interpersonal skills
- Exceptional customer service and patient care mindset
- Ability to multitask and stay organized in a fast-paced environment
- Comfortable learning new technology systems (EMR, scheduling, payment processing)
- Interest in aesthetics, skincare, and wellness is a plus
This is a full-time position and includes some Saturday hours. Potential benefits include health, vision, and dental insurance, as well as paid time-off. Full-time employees are also eligible to participate in our 401(k) program after completing the introductory employment period.
Benefits:
- 401(k)
- Employee discount
- Health insurance
Work Location: In person
