Patient Care Coordinator / Front Desk – Medical Spa
$18/hour + Performance Bonuses (up to $1,600/mo)
Job Overview
We are seeking an outgoing, detail-oriented, and motivated Patient Care Coordinator to join our boutique-style aesthetic medical spa.
This is much more than a traditional receptionist position. Our Patient Care Coordinator plays an important role in the overall patient experience, from the first phone call or text through treatment, checkout, follow-up, and rebooking.
The ideal candidate is naturally personable, warm, organized, and confident communicating with patients. We are looking for someone who has a genuine personal and professional interest in aesthetics, skincare, beauty, and cosmetic treatments and enjoys helping patients understand their treatment options.
Because this position also plays an important role in practice growth, the ideal candidate should be comfortable discussing treatment packages, pricing, promotions, financing options, and skincare products and should enjoy converting patient interest into booked appointments.
This is a great position for someone who loves the aesthetics industry and wants to build a long-term career within a growing medical spa.
The Ideal Candidate
Our ideal candidate is someone who:
- Is naturally outgoing, friendly, personable, and empathetic
- Has a genuine passion for skincare, beauty, and aesthetic medicine
- Enjoys talking with patients and building relationships
- Is confident discussing treatments, packages, promotions, and skincare products
- Is comfortable with sales and motivated by performance goals
- Understands how to educate and sell without making patients feel pressured
- Is highly organized and able to manage multiple conversations and tasks at once
- Has strong written communication skills and can communicate professionally through phone, text, and email
- Takes initiative rather than waiting to be told what needs to be done
- Understands the importance of following up with leads and patients
- Maintains a polished, professional appearance appropriate for a medical spa environment
- Actively keeps up with beauty, skincare, and aesthetic trends
Experience as either a patient or professional with treatments such as Botox, filler, microneedling, chemical peels, laser treatments, laser hair removal, and medical-grade skincare is required because we want our Patient Care Coordinator to be able to speak comfortably and authentically about the services we offer.
Key Responsibilities
- Answer incoming phone calls, text messages, and patient inquiries in a friendly and professional manner
- Convert new patient inquiries into scheduled appointments
- Book, reschedule, and manage patient appointments
- Follow up with prospective patients who have expressed interest in treatments
- Follow up with patients regarding provider-recommended treatment plans and assist with scheduling
- Educate patients on available treatments using practice-approved information, photos, brochures, and educational materials
- Explain treatment pricing, packages, current promotions, memberships, and available payment-plan options
- Sell treatment packages including microneedling, laser hair removal, chemical peels, Aerolase treatments, and other services offered by the practice
- Recommend and sell skincare and other retail products within the scope of the position
- Assist with checkout and future appointment scheduling
- Encourage appropriate rebooking and ongoing treatment-plan scheduling
- Send treatment aftercare information
- Ensure Good Faith Estimates (GFEs) are completed when required
- Review patient profiles to ensure required forms and information have been completed
- Help maintain an organized and efficiently booked provider schedule
- Identify opportunities to fill cancellations and open appointment times
- Conduct patient outreach and follow-up
- Assist with review outreach and patient-experience initiatives
- Assist with coordinating Botox parties, events, and practice promotions
- Redeem and document Groupon vouchers when applicable
- Maintain accurate patient information within our scheduling/EMR systems
- Help maintain a clean, organized, welcoming front-office environment
- Collaborate with providers and ownership to create an exceptional patient experience
Qualifications
- Excellent communication and customer-service skills
- Experience working in a medical spa, plastic surgery office, dermatology practice, cosmetic practice, or luxury beauty environment
- Previous front-desk, patient-coordinator, concierge, or customer-service experience
- Strong organizational skills and attention to detail
- Comfortable discussing pricing and asking patients to book treatments
- Confident and professional phone and text communication
- Ability to follow up consistently with leads without needing constant direction
- Comfortable working toward performance and revenue goals
- Ability to multitask in a fast-paced patient-facing environment
- Reliable, punctual, and professional
- Strong interest in aesthetic medicine, skincare, and beauty
- Comfortable learning about new aesthetic treatments, technology, and skincare products
Required
- Previous experience working in the aesthetics industry
- Experience with appointment scheduling or EMR software
- Sales experience, particularly within beauty, aesthetics, skincare, wellness, or other service-based industries
- Knowledge of medical-grade skincare products and popular skincare brands
- Familiarity with treatments such as Botox, dermal filler, microneedling, chemical peels, laser hair removal, laser resurfacing, and other aesthetic treatments
Highly Preferred
We are especially interested in candidates who are already genuinely involved in the aesthetics industry.
Candidates who are licensed estheticians or cosmetologists, regularly use professional or medical-grade skincare, receive aesthetic treatments themselves, follow aesthetic providers or brands, and naturally keep up with industry trends are highly preferred.
We want someone who can authentically talk to our patients about aesthetics because they genuinely enjoy the industry—not someone who simply memorizes a treatment brochure.
Compensation
- $18/hour
- Monthly performance bonuses based on established practice KPIs and revenue goals (up to $1,600/mo depending on hours and performance)
- Employee discounts on aesthetic treatments and skincare products
Our bonus structure is designed to reward team members who actively contribute to practice growth, patient retention, appointment conversion, and an exceptional patient experience.
There is meaningful earning potential above the hourly rate for someone who is motivated, proactive, and performs well in the position.
About Us
We are a growing boutique medical spa with more than 1,800 clients and 320+ five-star reviews across several platforms, recognized for delivering natural, high-quality aesthetic results in a welcoming and comfortable environment.
Our mission is to put safety and client satisfaction first while providing advanced aesthetic treatments and exceptional patient care.
We are building a warm, supportive culture where our team feels like family and our patients feel at home. We are looking for someone who wants to grow with the practice, become knowledgeable about the aesthetics industry, and take an active role in helping our business continue to grow.
This is an excellent opportunity for someone who genuinely loves skincare, beauty, aesthetics, and working with people and wants to turn that interest into a long-term career.
Pay: $18.00 per hour
Benefits:
Application Question(s):
- What relevant experience in aesthetics do you have for this position? (Ex: esthetician/cosmetologist license, previous med spa experience, etc)
Work Location: In person
