Patient Care Coordinator (2yrs+ experience) (Boca Raton)

Company Description Peace Love Med Aesthetic Rejuvenation offers a modern, holistic approach to aesthetic medical care in the heart of east Boca Raton, Florida. The practice focuses on creating a calming, zen atmosphere where clients feel supported in enhancing their well-being, inside and out. Drawing on educational excellence from top research institutions, the team brings over a decade of clinical and aesthetic experience to every client interaction. Peace Love Med emphasizes compassionate bedside manner, personalized treatment, and a high standard of professional care for each client.

Role Description The Patient Care Coordinator is a full-time, on-site role based in Boca Raton, FL. This role is responsible for welcoming clients, managing front-desk operations, answering phones, and serving as a primary point of contact throughout the client experience. Day-to-day tasks include scheduling and confirming appointments, coordinating treatment plans with clinical staff, updating patient records, and ensuring smooth flow of clients through the practice. The Patient Care Coordinator supports providers by organizing visit details, verifying required information, and communicating next steps clearly to clients. This position also assists with client inquiries, prepares rooms as needed, and helps maintain a professional, calming environment that aligns with the practice’s aesthetic and service standards.

• Candidate is required to work a combination of weekday, weekend and evening shifts, to include opening and closing shifts.
• Candidate is required to split time amongst two locations.
• This role will be approximately 35-40 hours a week.
• Provide excellent client care and customer service
• Answer and screen high volume of inbound phone calls
• Manage appointments (scheduling, moving and canceling appointments)
• Actively promote the clinic, treatments, services, products, as well as programs, promotions and/or discounts available
• Provide accurate, appropriate, and immediate responses to all requests by guests, ensuring complete guest satisfaction
• Accurately complete client transactions
• Manage multiple responsibilities while maintaining composure, always keeping the clients a priority
• Perform opening and closing duties of the clinic
• Efficiently provide basic office administrative support tasks including but not limited to mailing, faxing, sorting, typing and filing
• Maintain complete confidentiality in all guest matters in accordance with company policy
• Assist with other duties and projects as assigned by management

Qualifications

• Strong appointment management skills, including Appointment Scheduling and organizing daily calendars.
• Excellent Phone Etiquette and client communication skills for handling calls, messages, and inquiries.
• Experience with Care Coordination, collaborating with clinical staff to support treatment plans and follow-up care.
• Working knowledge of Medical Terminology relevant to aesthetic and medical spa services.
• Background in Patient Care, with a focus on empathy, professionalism, and client-centered service.
• Prior experience in a medical spa, aesthetic clinic, or healthcare front desk environment preferred.
• Proficiency with electronic scheduling systems and basic computer applications (e.g., EMR, email, office software).
• Strong organizational skills, attention to detail, and ability to manage multiple tasks in a fast-paced setting.
• Reliable attendance, punctuality, and ability to work standard full-time hours on-site.
• High school diploma or equivalent required; additional education or certification in healthcare or customer service is a plus.