Med Spa & Front Office Coordinator
Plastic Surgery, Medical Spa & Dermatology Practice — Camarillo, CA
Full-Time | Monday–Friday | 8:30 a.m.–5:00 p.m.
*DO NOT APPLY IF YOU DO NOT HAVE MEDICAL SPA EXPERIENCE. RESUMES WILL *NOT BE CONSIDERED WHATSOEVER
Position Overview:
Our highly reputable, fast-paced Plastic Surgery, Medical Spa, and Dermatology practice is seeking an experienced Med Spa & Front Office Coordinator.
The primary focus of this position is the coordination and growth of our Medical Spa, including cosmetic scheduling, patient education, injectable and neurotoxin knowledge, ALLE Rewards, ALLE for Cherry financing, skincare retail, patient retention, outbound calling, and delivering an exceptional patient experience.
This role will also coordinate appointments for our Plastic Surgery and Dermatology departments, verify insurance participation, assist patients with coverage-related questions, manage front-office operations, and support efficient daily scheduling.
Key Responsibilities:
Medical Spa Coordination
Serve as the primary front-office contact for Medical Spa patients from initial inquiry through follow-up.
Schedule consultations, injectable treatments, neurotoxin appointments, skincare services, follow-ups, and maintenance visits.
Maintain working knowledge of:
Neurotoxins
Injectable treatments
Dermal fillers
Cosmetic consultations
Medical-grade skincare
Other aesthetic services offered by the practice
Educate patients on services, treatment expectations, preparation, aftercare, maintenance schedules, and skincare recommendations within the scope of the role.
Coordinate provider schedules, treatment appointments, deposits, payments, and follow-up visits.
Support a polished, personalized, and concierge-level patient experience.
Assist with skincare retail education, product recommendations, sales, and replenishment.
Monitor Medical Spa retail and injectable inventory, including product levels, expiration dates, usage, shipments, and reordering needs.
Maintain an organized and professional Medical Spa reception and retail area.
Patient Retention and Outbound Calling
Conduct professional outbound calls to current, past, and prospective patients.
Follow up with consultation leads, missed calls, canceled appointments, no-shows, and patients who have not returned for recommended care.
Contact patients who may be due for neurotoxin maintenance, filler follow-up, skincare replenishment, or other Medical Spa services.
Make cold calls to qualified leads using a warm, informative, and service-focused approach.
Respond promptly to new inquiries and assist with converting leads into consultations and scheduled appointments.
Maintain accurate recall, reactivation, and follow-up lists.
Document all calls, messages, patient concerns, and follow-up outcomes in the EMR, CRM, or designated system.
Escalate clinical questions to the appropriate provider or clinical team member.
ALLE Rewards and ALLE for Cherry Financing
Maintain current knowledge of the ALLE Rewards program.
Explain rewards, points, eligibility, and redemption processes according to current program guidelines.
Assist patients with the ALLE for Cherry financing process.
Explain financing procedures and payment options accurately and professionally.
Coordinate with the financing platform and internal team when additional assistance is needed.
Ensure rewards and financing information is documented according to office procedures.
Dermatology and Plastic Surgery Scheduling
Schedule and coordinate appointments for Medical Spa, Plastic Surgery, Dermatology, General Dermatology, and Mohs services.
Match patients with the appropriate provider, appointment type, location, and service line.
Confirm that patients are scheduled according to provider protocols and appointment requirements.
Coordinate consultations, follow-ups, procedures, post-operative visits, and medically necessary dermatology appointments.
Manage cancellations, rescheduling, waitlists, appointment gaps, and schedule changes.
Communicate appointment instructions, required forms, arrival times, deposits, and preparation requirements.
Coordinate referrals and authorizations when required for dermatology services.
Maintain accurate appointment notes and ensure pertinent information is available to the appropriate department.
Insurance Verification and Front Office Operations
Verify whether the practice and appropriate provider participate with the patient’s insurance plan.
Confirm insurance eligibility and identify applicable PPO and HMO requirements.
Review general coverage information, referral requirements, authorization needs, network participation, and patient responsibility.
Clearly communicate insurance-related information while avoiding guarantees regarding coverage or payment.
Inform patients when a service may be cosmetic, self-pay, out-of-network, or subject to insurance requirements.
Verify and update patient demographics, contact information, insurance information, and required documentation.
Collect co-payments, deposits, treatment fees, account balances, and other authorized payments.
Answer multiple phone lines promptly and professionally.
Warmly greet and check in patients.
Schedule and confirm appointments using telephone, text, email, or approved communication systems.
Respond to patient questions and route clinical or complex billing matters to the appropriate team member.
Manage forms, scanning, phone messages, patient records, and general administrative tasks.
Maintain patient confidentiality and follow all privacy and office procedures.
Support efficient patient flow and a welcoming, professional office environment.
Required Qualifications:
Minimum 2 years of medical office experience
Medical Spa experience required (MINIMUN 2 YEAR MED SPA EXPERIENCE IS REQUIRED. YOUR RESUME WILL NOT BE CONSIDERED WITHOUT THIS)
Dermatology office experience required.
Minimum 2 years of experience using an EMR system.
Working knowledge of injectables, neurotoxins, dermal fillers, and aesthetic services.
Experience with ALLE Rewards and ALLE for Cherry financing.
Experience with patient retention, follow-up calls, lead conversion, or cold calling.
Knowledge of PPO and HMO insurance processes.
Ability to verify insurance participation and communicate general coverage requirements.
Strong scheduling, telephone, computer, documentation, and organizational skills.
Excellent communication and customer service abilities.
Professional appearance and demeanor.
Ability to multitask and remain accurate in a fast-paced environment.
Reliable, punctual, positive, and team-oriented work style.
Preferred Qualifications:
Experience in Plastic Surgery, Aesthetic Medicine, Dermatology, or a high-volume Medical Spa.
Experience with cosmetic consultations and treatment-plan scheduling.
Experience with skincare retail, CRM systems, patient reactivation, or lead-management platforms.
Familiarity with dermatology, Mohs, or medically necessary appointment workflows.
Experience coordinating insurance referrals and prior authorizations.
Ideal Candidate:
The ideal candidate is a knowledgeable and polished Medical Spa front-office professional who understands aesthetic services, injectables, neurotoxins, skincare, patient retention, ALLE Rewards, and ALLE for Cherry financing. They should be confident speaking with patients by phone, including making outbound and cold calls, while also managing dermatology scheduling, insurance verification, payments, EMR documentation, and daily front-office responsibilities.
Application Requirements
Please submit a resume and cover letter outlining your experience with:
Medical Spa coordination
Injectables and neurotoxins
ALLE Rewards and ALLE for Cherry financing
Patient retention and outbound calling
Dermatology scheduling
Insurance verification and PPO/HMO plans
EMR and front-office operations
Applicants who do not have at least 2 years of medical office and dermatology experience, along with Medical Spa experience, will not be considered.
We do not accept unsolicited services or offers from recruiters.
This position is primarily focused on Medical Spa coordination and patient retention, with additional responsibility for front-office scheduling and insurance coordination across the Plastic Surgery and Dermatology departments.
Job Type: Full-time
Pay: $22.00 - $31.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- On-the-job training
- Paid time off
- Vision insurance
Experience:
- MEDICAL : 5 years (Required)
Work Location: In person
