Job Description

About Us

With over 15 years of experience serving the Huntington community , our clinic has become a trusted destination for beauty, wellness, and medical aesthetics. We combine the best of  salon, spa, and medical spa services in a supportive, high-end environment where clients feel cared for at every step of their journey.

As we expand our medical spa and introduce  exciting new treatments , we’re seeking an experienced  Patient Coordinator to be the heart of our front office and the first impression of our practice.

The Role

As the  Patient Coordinator , you will be the first point of contact for our patients—by phone, email, and in-clinic. This is more than a receptionist position—it’s a  dynamic, patient-facing role where you’ll be responsible for ensuring every client has a seamless, welcoming, and memorable experience. We need someone who is confident, sales-minded, and able to hit the ground running in a fast-paced environment.

Patient Coordinator – Key Responsibilities

Patient Communication & Sales

• Answer calls and patient inquiries with professionalism and warmth.
• Confidently convert callers into booked consultations and treatments.
• Provide education on services, promotions, and memberships.
• Manage and communicate with incoming leads through our CRM system.
• Conduct timely follow-up with potential patients to ensure conversion into appointments.

Front Office & Patient Experience

• Greet patients warmly and guide them through their visit.
• Handle patient check-in/check-out, payments, and accurate recordkeeping.
• Deliver an outstanding patient experience by maintaining a supportive, welcoming environment.

Operations & Scheduling

• Create and manage employee schedules.
• Manage daily lead flow and ensure proper tracking in CRM/EMR systems.
• Ensure smooth day-to-day operations with strong attention to detail and organization.

Inventory & Retail

• Manage inventory levels and retail product sales.
• Support retail education and product recommendations for patients.

Administrative & Marketing Support

• Maintain accurate client records in EMR/CRM systems (experience with PatientNow or similar preferred).
• Assist with social media account management and promotional campaigns.
• Provide operational support to ensure the clinic runs efficiently.

Skills & Qualifications

• Proficient in  medical spa treatment terminology and ability to explain services clearly to patients.
• Strong  sales background with experience in retail or client product education.
• Previous  clinic or medical spa experience preferred .
• Proficiency in  EMR/CRM systems (PatientNow experience a plus).
• Excellent computer skills, including  Google Docs, Gmail, and basic office software .
• Strong  typing skills with attention to detail for documentation and review.
• Familiarity with  health information management practices .
• Exceptional  customer service skills to enhance the patient experience.

Ideal Candidate

We are looking for someone who is:

• Friendly, approachable, and professional in every interaction.
• Highly organized and a  self-starter who thrives in a fast-paced environment.
• Comfortable navigating different personalities and patient situations.
• Skilled at  resolving conflicts positively while maintaining professionalism.
• Driven to deliver  excellence in customer service and patient care.
• Able to maintain organization and efficiency in a busy clinic setting.

If you are passionate about providing excellent patient care, thrive in a fast-paced medical spa environment, and have the skills to succeed, we encourage you to apply for the  Patient Coordinator position today!

Benefits

• 401(k)
• 401(k) matching
• Employee discount
• Free parking
• Health insurance
• Paid time off
• Paid training
• Retirement plan
• Tuition reimbursement

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