Job Title: Front Desk / MedSpa Receptionist
Reports to: Practice Manager / Owner / CEO
Details: Full Time or Part Time / W2
Are you friendly, organized, and naturally great at making people feel welcome?
Indiana Medical Center is looking for an outgoing and dependable Front Desk / MedSpa Receptionist to join our growing team. This position is ideal for someone who enjoys helping people, managing details, building client relationships, and contributing to a positive and professional environment.
The front desk is the heart of our practice. You will often be the first and last person our clients interact with, making your role an important part of the overall client experience.
Our ideal candidate is warm, confident, detail-oriented, comfortable discussing services and pricing, and able to manage multiple responsibilities in a fast-paced environment.
Role
As the Front Desk / MedSpa Receptionist, you will manage the daily front desk experience and help ensure the clinic operates smoothly and efficiently.
You will greet clients, answer phone calls and messages, schedule appointments, process payments, explain services, support membership and package sales, and communicate closely with providers and leadership.
This position is more than answering phones and checking clients in. You will play an active role in client retention, appointment scheduling, rebooking, sales, and the overall growth of the practice.
Key Responsibilities
- Welcome every client with a warm, friendly, and professional attitude.
- Manage client check-in and checkout while ensuring all required forms, consents, and account information are complete.
- Answer incoming phone calls, text messages, emails, and online inquiries promptly and professionally.
- Schedule, confirm, reschedule, and cancel appointments using the clinic’s scheduling software.
- Match clients with the appropriate service or provider based on their needs, concerns, and scheduling preferences.
- Educate clients about available treatments, memberships, packages, promotions, financing options, and skincare products.
- Rebook clients before they leave based on the provider’s recommended treatment plan.
- Follow up with new leads, consultation inquiries, missed calls, and clients who have not yet scheduled.
- Confirm upcoming appointments and help reduce cancellations and no-shows.
- Manage the waitlist and contact clients when earlier appointments become available.
- Process payments accurately, including cash, credit cards, gift cards, packages, memberships, and financing transactions.
- Verify that client accounts, packages, memberships, and payment information are accurate.
- Assist with retail product purchases and provide basic product information when appropriate.
- Maintain an organized, clean, and welcoming reception and waiting area.
- Support providers by communicating schedule changes, client arrivals, delays, and special requests.
- Help resolve client questions or concerns calmly and professionally, escalating concerns to leadership when needed.
- Request client feedback and encourage satisfied clients to leave Google reviews.
- Maintain client confidentiality and follow all privacy and clinic policies.
- Assist with administrative responsibilities, inventory support, filing, data entry, and other operational tasks as assigned.
- Participate in team meetings, sales training, coaching, and professional development.
Requirements
- Previous front desk, receptionist, customer service, hospitality, retail, medical office, salon, or spa experience is preferred.
- MedSpa, medical office, dermatology, plastic surgery, wellness, or aesthetic industry experience is highly preferred.
- Strong customer service and relationship-building skills.
- Friendly, enthusiastic, professional, and confident when communicating with clients.
- Comfortable discussing prices, recommending services, and supporting sales goals.
- Punctual, dependable, and committed to maintaining a consistent schedule.
- Comfortable learning new technology, software, and clinic procedures.
- Experience with Vagaro, Square, Mindbody, PatientNow, Aesthetic Record, or similar scheduling software is a plus.
- Ability to maintain confidentiality and handle sensitive client information appropriately.
- Availability to work weekdays and weekends required.
Results (Key Performance Indicators)
Performance will be measured by client experience, scheduling accuracy, responsiveness, sales support, and contribution to practice growth.
- Appointment scheduling accuracy: 98% or higher
- Client check-in and checkout accuracy: 100%
- Payment collection accuracy: 100%
- Incoming calls and messages responded to promptly during business hours
- Appointment confirmation completion: 100% of scheduled clients contacted according to clinic procedures
- Client rebooking rate: 70% or higher
Reward
- Competitive hourly plus bonuses $16-18/hr base
- Performance-based bonus opportunities tied to KPIs
- Paid Time Off
- Employee discounts on products and services
- Professional development opportunities
- Career growth within a rapidly growing organization
Most importantly, you will have the opportunity to become an important part of a growing team while helping clients feel welcomed, supported, and confident throughout their experience with Indiana Medical Center.
Pay: $16.00 - $18.00 per hour
Benefits:
Application Question(s):
- Are you available to work weekdays and weekends?
Experience:
- Front desk: 1 year (Required)
- medspa or medical office: 1 year (Preferred)
Work Location: In person
