Patient Care Coordinator

Designer Plastic Surgery & Med Spa is seeking a personable, organized, and results driven Patient Care Coordinator to guide patients from their initial inquiry through consultation, surgical booking, and postoperative follow up. The PCC serves as a primary point of contact for prospective and existing patients, delivering an exceptional concierge experience while supporting practice growth through effective communication, consistent follow up, and surgical bookings. This position combines patient service, sales, and surgical coordination and is not solely a front desk role. The ideal candidate is comfortable discussing pricing and financing, building patient relationships, managing multiple priorities, and helping patients make informed decisions without pressure or unrealistic promises. Key Responsibilities Patient inquiries and lead management Respond promptly and professionally to inquiries received by telephone, text, email, website, and social media. Understand each patient’s interests, goals, and concerns; obtain accurate contact information; and explain the consultation process. Maintain an organized lead pipeline with documented communication, next steps, and consistent follow up to help qualified inquiries progress to consultations and bookings. Consultation support and surgical bookings Prepare patients for consultations and work closely with the surgeon and clinical team to explain the recommended treatment plan using approved information. Present personalized surgical quotes, review what is included, explain scheduling requirements, and address administrative or financial questions. Follow up with patients who have not scheduled, identify barriers to booking, and help them navigate the decision making process. Pricing, financing, and payment coordination Pricing, financing, and payment coordination Clearly communicate approved pricing, deposits, payment deadlines, financing options, and cancellation or refund policies. Assist patients with navigating available financing applications without guaranteeing approval. Collect and document authorized payments, monitor outstanding balances, and coordinate with management to resolve discrepancies. Apply only approved discounts, credits, or promotional offers. Surgical scheduling and preparation Coordinate consultations, surgery dates, preoperative appointments, and postoperative visits with the appropriate clinical, facility, and anesthesia teams. Maintain accurate schedules and patient preparation checklists. Track required paperwork, testing, imaging, and medical clearance documents, and promptly notify the clinical team of missing items or scheduling concerns. Clinical staff remain responsible for determining medical readiness and approving a patient to proceed with surgery. Patient concierge service and continuity of care Provide attentive, professional support throughout the patient journey. Communicate appointment details, preparation reminders, payment deadlines, and practice approved instructions. Coordinate questions about transportation, recovery arrangements, and follow up appointments when applicable. Address service concerns promptly and elevate medical questions, postoperative symptoms, urgent concerns, and complaints to the appropriate provider or manager according to practice protocols. Documentation, organization, and reporting Maintain complete and timely records in the practice’s electronic medical record and customer relationship management systems. Document patient communications, quotes, follow up efforts, scheduling changes, payments, and pending tasks. Provide management with updates on inquiries, consultations, bookings, collections, cancellations, and patients requiring additional attention. Protect patient confidentiality and follow practice privacy, payment, and communication policies. Marketing and team collaboration Collaborate with the marketing team on promotions, events, patient outreach, and follow up campaigns. Support appropriate requests for patient feedback and assist with coordinating testimonials, photographs, or content only through approved consent procedures. Help patients learn about other relevant practice services when appropriate and consistent with provider recommendations. Work collaboratively with the front office, clinical staff, and management to maintain a seamless patient experience. Qualifications Experience in plastic surgery, aesthetic medicine, dermatology, elective healthcare, patient coordination, or consultative sales is preferred. Candidates should demonstrate strong communication skills, professional presentation, empathy, discretion, and confidence discussing pricing and financial arrangements. The ideal candidate has strong organizational skills, careful attention to detail, and the ability to manage a busy schedule while maintaining consistent follow up. Familiarity with electronic medical records, customer relationship management systems, digital scheduling, and standard office software is preferred. Bilingual proficiency in English and Spanish is a plus. Performance Expectations Success in this role is measured by timely lead response, consistent follow up, consultation attendance, appropriate conversion of consultations into bookings, accurate payment collection, complete documentation, reliable surgical coordination, and patient satisfaction. The PCC is expected to meet established practice goals while maintaining professionalism, transparency, and respect for patient choice. #J-18808-Ljbffr Designer Plastic Surgery