Medspa Patient Care Coordinator

Job Description

Job Description

Job Title: Patient Care CoordinatorAbout the Role

Are you deeply passionate about aesthetics, skincare, and wellness? Do you thrive in a dynamic, high-growth environment where no two days are the same?

At  Epiphany Clinic , we are looking for a highly professional, organized, and proactive  Patient Coordinator to serve as the heart of our practice. In this role, you won't just manage the front desk—you will  own the end-to-end patient experience , ensuring every individual feels welcomed, valued, and cared for from their initial inquiry to their post-treatment follow-up.

If you live and breathe the aesthetics industry, pride yourself on flawless execution and attention to detail, and love driving client satisfaction in a fast-paced environment, we want to hear from you!

Key ResponsibilitiesPatient Experience & Desk Leadership

• Own the Patient Journey: Act as the primary brand ambassador, welcoming patients into an elevated, luxurious, and warm environment.
• Masterful Scheduling & Flow: Manage fluid appointment scheduling, optimize daily booking flow, and handle patient transitions seamlessly in a fast-paced environment.
• Expert Inquiries & Consultation: Handle phone calls, emails, and walk-ins with a polished, knowledgeable voice, confidently answering questions regarding our treatments, skincare products, and promotions.
• Checkout & Financial Operations: Process payments, manage client records with meticulous detail, and ensure all front-desk administrative functions run smoothly and efficiently.

Social Media & On-Camera Participation

• Clinic Ambassador: Enthusiastically participate in clinic social media content (e.g., treatment demos, team highlights, educational clips, and behind-the-scenes moments) to help represent the clinic's brand.
• Patient & Provider Support: Help capture photos/videos of treatment results and patient journeys (with client consent) for our marketing team to use across social platforms.

Practice Organization & Operations

• Operational Excellence: Maintain immaculate organization across client records, waiting areas, and administrative workflows.
• Inventory & Supplies: Assist with monitoring medical and office inventory, anticipating practice needs before shortages occur.
• Team Synergy: Collaborate closely with medical providers and aesthetic practitioners to ensure prompt, top-tier service delivery.

Qualifications & Requirements

• Industry Passion: A genuine, demonstrable passion for skincare, aesthetics, wellness, and helping clients feel confident in their own skin.
• Licensure / Background:   Licensed Aestheticians are welcome and strongly encouraged to apply!
• Proven Experience: Minimum 1 year of hands-on experience in a high-touch, client-facing role (medspa, high-end hospitality, boutique wellness, or dermatology experience strongly preferred).
• Flawless Professionalism: Outstanding verbal and written communication skills with a refined, professional demeanor.
• High Organization & Ownership: Exceptional multi-tasking skills, strong attention to detail, and a proactive mindset—you take full ownership of your responsibilities without needing to be micro-managed.
• Camera-Ready & Engaging: Comfortable appearing on camera and participating in social media videos and photos to showcase our treatments and clinic environment.
• Thrives Under Pressure: Enjoys the energy and challenges of a rapidly growing, fast-paced medspa practice.
• Phlebotomy Certification: Preferred but not required.

Physical Requirements

• Ability to stand, sit, and walk comfortably throughout the clinic during operating hours.
• Manual dexterity for operating front-desk hardware, scheduling software, and handling minor clinic equipment.

What We Offer

• Growth & Energy: A fast-paced, inspiring work environment with opportunities for professional growth as the practice expands.
• Team Culture: A collaborative, supportive team of like-minded professionals who love what they do.
• Competitive Compensation: Hourly rate/salary commensurate with experience and performance.
• Perks: Generous employee discounts on medical aesthetic services, treatments, and premium skincare products.

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