Position Overview
We’re seeking a part-time polished, service-driven Receptionist / Patient Care Coordinator for Foxboro and Franklin to be the welcoming face and voice of our medical spa. In this role, you’ll deliver a luxury-level patient experience from the first phone call to post-visit follow-up, while keeping the front desk running smoothly managing phone calls, texts, and client flow.
Key Responsibilities
Patient Experience & Front Desk
Greet patients warmly, check them in/out, and ensure a seamless, elevated visit flow
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Create a calm, organized, and hospitality-forward environment (music, refreshments, waiting area presentation)
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Anticipate patient needs and resolve concerns with empathy and professionalism
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Scheduling & Coordination
Manage provider schedules and appointment bookings with a focus on efficiency and patient convenience
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Confirm appointments and handle reschedules/cancellations
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Coordinate consultations, treatment series, and follow-up visits; track treatment plans and timelines
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Phone, Text, and Email Communication
Answer calls and respond promptly to texts with confident, friendly communication
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- Educate patients on next steps (prep, aftercare, timing) within scope; escalate clinical questions appropriately
Payments, Memberships, and Retail
Collect payments, process gift cards, memberships/package, and loyalty programs
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Educate patients on services, packages, and skincare recommendations (non-clinical) to support sales
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Maintain product merchandising standards and assist with inventory tracking and restocking
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Administrative & Compliance Support
Maintain accurate patient records in the EMR/CRM (demographics, communications, appointments)
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- Ensure completion of intake forms, consent forms
Support clinic policies around privacy, professionalism, and service standards
Qualifications
1–3+ years of front desk, hospitality, or patient coordination experience (med spa/dermatology/plastics preferred)
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Excellent communication skills—confident phone etiquette and strong writing (texts)
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Strong organizational skills and ability to multitask in a fast-paced, high-touch environment
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Comfort with sales conversations in a service-first way
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Proficiency with computers and scheduling software; EMR/CRM experience a plus (e.g., Aesthetic Record, Zenoti, Mya, Symplast, etc.)
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Professional appearance and demeanor aligned with a luxury brand
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What Success Looks Like
- Patients consistently feel welcomed, cared for, and informed
Front desk operations are accurate, clean, and efficient—cashout and documentation are on point
Requirements
- Ability to stand/sit for extended periods, lift up to ~20 lbs, and work at a computer/phone throughout the day
- Flexibility with work schedule to include evening hours and an occasional Saturday
- Willing to work at either location as needed to cover vacations/sick calls
Benefits
Competitive pay
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- Employee discounts on services/products
