Aesthetic Patient Care Coordinator

Key Responsibilities:

Patient Interaction & Communication

• Answer phone calls and address patient inquiries, concerns, and complaints
• Guide patients through treatment plans based on their concerns
• Send appointment confirmations and reminders
• Ensure timely follow-up with new patient leads and inquiries via our lead management platform
• Contact and email new patients 2 days prior to appointments; ensure paperwork is submitted 24 hours before scheduled time

Scheduling & Front Desk Operations

• Accurately enter new patient information into the EMR system and ensure up-to-date information for returning patients
• Scheduling patients
• Manage provider calendars, prevent overbooking, and maintain waiting lists
• Invoice clients and rebook for ongoing services
• Perform all front desk duties: opening/closing office, checking patients in/out, answering calls, data entry, and payment collection

Administrative Support

• Support providers with administrative tasks and coordination
• Collaborate with the Back Office/Operations Manager to streamline workflows
• Implement and maintain office systems, policies, and procedures to improve efficiency

Inventory Management

• Monitor and report weekly retail inventory
• Track in-office supply usage via inventory software
• Order office and medical supplies weekly while minimizing costs
• Ensure accurate cost entry into software as orders arrive

Financial Duties

• Process patient payments and maintain accurate daily financial ledgers

Requirements:

• Previous experience in a front desk, administrative healthcare, or aesthetics preferred
• Strong organizational and communication skills
• Ability to multitask and work effectively in a team environment
• Proficient in EMR systems and scheduling software
• must have a flexible schedule

Compensation & Benefits:

• Hourly + Commission
• Employee Discounts on retail products and treatments
• Paid Time Off (PTO) for full-time employees
• Paid Sick Leave (in accordance with Colorado state law)