Front Desk Coordinator

Position Summary

The Front Desk Coordinator is responsible for owning the operational flow of the clinic from patient arrival through departure. This role serves as the hub of the clinic, ensuring an exceptional patient experience while maintaining operational excellence, schedule efficiency, membership engagement, and inventory accuracy.

Key ResponsibilitiesPatient Experience & Front Desk Operations

• Manage all patient check-in and check-out processes.
• Provide exceptional customer service and create a welcoming environment.
• Answer phones, respond to inquiries, and assist patients with scheduling needs.
• Maintain accurate patient records and documentation.

Scheduling & Revenue Optimization

• Schedule appointments and manage provider calendars.
• Rebook patients according to treatment plans and clinic protocols.
• Monitor daily schedule utilization and fill open appointment slots.
• Support clinic initiatives to improve patient retention and treatment plan compliance.

Payment & Membership Management

• Collect and process payments accurately.
• Educate patients on membership options and benefits.
• Manage membership enrollments, renewals, freezes, and cancellations.
• Support treatment plan conversions and patient retention initiatives.
• Ensure memberships are utilized as a retention and treatment planning tool rather than a discount program.

Inventory & Supply Management

• Conduct routine inventory counts and maintain accurate inventory records.
• Monitor inventory levels and place supply orders as needed.
• Receive, unpack, label, and organize incoming inventory.
• Ensure proper stock rotation and expiration date management.

Clinic Operations

• Execute opening and closing procedures according to company standards.
• Maintain clinic cleanliness, organization, and presentation.
• Ensure all operational policies, procedures, and compliance standards are followed.
• Coordinate daily clinic flow to support providers and maximize efficiency.
• Communicate operational concerns and opportunities for improvement to leadership.

Success MetricsPatient Retention & Scheduling

• Rebooking Rate: 60% or higher
• Schedule Utilization: 75% or higher

Inventory Management

• Inventory Accuracy: 100%

Reputation Management

• Generate 20 new Google Reviews per month per clinic
• Maintain a Google rating of 4.8 stars or higher

Required Qualifications

• Medical spa, aesthetic, cosmetic dermatology, plastic surgery, or related wellness industry experience required.
• Proven sales experience with a demonstrated ability to convert consultations, promote treatment plans, and enroll patients into memberships.
• Previous front desk, patient coordinator, concierge, or customer service experience in a high-touch client environment.
• Strong communication and interpersonal skills.
• Excellent organizational and multitasking abilities.
• Ability to work in a fast-paced, performance-driven environment.
• Proficiency with scheduling, CRM, and point-of-sale systems.
• Detail-oriented with strong accountability and follow-through.

Core Competencies

• Sales & Patient Conversion
• Customer Service Excellence
• Communication
• Organization
• Accountability
• Problem Solving
• Teamwork
• Time Management
• Attention to Detail
• Operational Execution

Compensation Philosophy

This position is ideal for a results-driven professional who thrives in a sales-focused medical aesthetics environment and is passionate about delivering exceptional patient experiences while helping the clinic achieve its growth and retention goals.

Pay: $25.00 - $32.00 per hour

Benefits:

• 401(k)
• Dental insurance

Work Location: In person