Patient Care Coordinator/Receptionist

Full job description

Description:

4Ever Young is a premier vitality center dedicated to helping people look and feel their best at any age. We offer a wide range of anti-aging solutions, blending wellness and aesthetics to empower our patients to live their best lives. Our services include medical aesthetics like Botox and dermal fillers, hormone replacement therapy, IV Vitamin Therapy, skin rejuvenation treatments like Microneedling and Hydrafacial, medical weight loss, nutraceutical therapy, and total body wellness programs tailored to your unique needs.

Why Choose 4EverYoung

We are committed to providing excellent customer service, with a people-first culture that truly emphasizes well-being. We foster a collaborative environment where every team member is valued and empowered.

What We’re Looking For:

Patient Care Coordinator is essential in providing a seamless, high-quality experience, guiding patients through every stage of their wellness and aesthetic journey — from the initial consultation to post-treatment care. With comprehensive knowledge of 4EverYoung services, the Coordinator excels in confidently quoting services, presenting personalized treatment plans, and actively promoting 4EverYoung offerings. Success in this position requires a strong ability to build lasting patient relationships, a talent for identifying patient needs, and a passion for growing the business through effective sales and service strategies.

• Passionate about the wellness and medical aesthetics industry, with a strong understanding of all the treatments.
• Dynamic, people-oriented, and warm, with a genuine passion for creating a welcoming and memorable patient experience from the first interaction while cultivating strong, lasting relationships.
• Excited about supporting and growing vertical within the company; ability to provide insights and drive overall 4EverYoung revenue and goals.
• Proven track record of consistently meeting and surpassing sales targets, demonstrating a strong ability to drive revenue growth and achieve business objectives.
• Exceptional communication and interpersonal skills.
• Highly organized and detail-oriented, with a commitment to efficiency.
• Committed to upholding 4EverYoung core values in all aspects of the role.

Key Responsibilities:

Patient Support:

• Deliver excellent customer service to all patients and being their main point of contact alongside the 4EverYoung provider.
• Explore strategies to optimize the schedules of our provider and identify opportunities for double booking to drive revenue.
• Manage patient flow, monitor wait times, and maintain awareness of the provider’s schedule to ensure efficiency.
• Responsible for rooming all patients from the lounge. Prep patients prior to their treatments as needed, discuss pre and post care instructions (i.e.: take before/after photos and apply numbing cream)
• Assist in cleaning up and turning over the room(s) for the next patient.
• Meet with all new/established patient consultations. Collaborate with the provider to fully understand our patients’ needs and quote appropriately based on their individualized assessment and treatment plan. Ensure there is always a cohesive and coordinated approach to each patient.
• Build and maintain strong patient relationships to enhance the overall experience.

Provider Relationship

• Review patient appointments and charts with our Provider at the start of each day prior to service for a streamlined and elevated patient experience.
• Be the ‘right hand’ to our provider. Work closely with them to gain a thorough understanding of their day-to-day operations, best practices for, reviewing and adjusting treatment times if needed, etc.
• Foster strong relationships with the provider, supporting their schedules and workflow to maximize efficiency and patient satisfaction.
• Attend weekly meetings with the Team (Manager and all medical providers) to review successes, address challenges, and gather feedback.

Revenue Optimization & Growth Strategies

• Explore strategies to optimize the schedules of our medical providers and identify opportunities for efficient double booking to drive revenue.
• Prepare and present financial quotes, tailoring discussions to address patients’ unique needs, guiding them through treatment options and decision-making processes.
• Employ consultative selling techniques to educate patients on products, rewards memberships, promotions, financing options, and vendor programs (e.g., Alle + Aspire), to confidentiality and successfully sell treatments.
• Focus and ultimately drive key metrics such as consultations, rebooking rate, overall revenue, and 4EverYoung membership sign-ups.
• Partner with the provider on outreach strategies and new patient follow-ups (post consultation, sending thank you notes, opportunities for surprise + delight, seasonality, etc.)
• Responsible for follow up with existing patients’ post-treatment to ensure satisfaction, answer questions, and address any concerns, escalating to the medical provider when necessary.
• Manage lead conversion by following up with prospective patients from external marketing efforts to secure consultations.

Administrative

• Manage alongside with the provider all patient records, ensuring all consent and treatment forms are accurately completed by both the patient and the provider.
• Record accurate detailed notes for all patients, intake forms, and consent forms in a HIPAA/Privacy compliant manner.
• Proficient in utilizing PatientNow or booking software, Alle, and Aspire systems to manage patient information, appointments, and rewards programs effectively.
• Assist in before and after photos, help create content and obtain patient consent for marketing purposes.
• AM/PM Neurotoxin and Dermal Filler counts.
• Inventory Management - maintain accurate inventory records of supplies and consumables. Partner with the manager and providers to monitor stock levels and order supplies as needed.
• Understand and follow emergency protocols and comply with all 4Everyoung policies and procedures, ensuring the highest standards of guest safety and confidentiality are met.

Requirements:

• Previous experience in a high-end sales or patient care coordinator role, preferably within a medical spa environment.
• Ability to work weekdays, some Saturdays and some holidays
• Must adhere to all policies and procedures expected of milk + honey Partisans
• Must adhere to any and all protocol changes issued by management
• Ability to sustain reasonable physical activity for the duration of a scheduled shift
• Ability to hear so as to effectively understand customer’s needs
• Ability to lift up to 25lbs

Job Type: Full-time

Pay: $18.00 - $28.00 per hour

Benefits:

• Employee discount
• Paid time off

Work Location: In person