Medical Front Desk Coordinator

Job Description

Job Description

The Front Desk Coordinator is the first point of contact for patients and plays a key role in creating a professional, welcoming, and organized experience within the practice. This position is responsible for greeting patients, managing phone calls, scheduling appointments, collecting payments, coordinating patient flow, and supporting the practice Coordinator in a busy plastic surgery and aesthetic medicine practice.

The ideal candidate is polished, friendly, detail-oriented, dependable, and comfortable working in a high-service medical environment where discretion, professionalism, and patient confidentiality are essential.

Key Responsibilities

Patient Reception and Customer Service

• Greet all patients warmly and professionally upon arrival.
• Create a positive first impression for new and existing patients.
• Check patients in and out efficiently.
• Confirm patient demographics, contact information, and required forms.
• Maintain a clean, organized, and professional reception area.
• Provide excellent customer service in person, by phone, and by email.
• Maintain patient privacy and confidentiality at all times.

Phone and Communication Management

• Answer incoming calls promptly and professionally.
• Screen and direct calls to the appropriate team member.
• Schedule consultations, follow-up visits, injectable appointments, post-operative visits, and other office appointments.
• Respond to voicemail, email, and patient inquiries in a timely manner.
• Provide basic information about practice services while avoiding medical advice.
• Communicate clearly with clinical staff regarding patient needs, delays, or urgent concerns.

Scheduling and Patient Flow

• Confirm appointments and follow up on cancellations or missed appointments.
• Maintain awareness of daily patient flow
• Assist with maintaining an efficient and pleasant patient experience from arrival through checkout.

Payments and Administrative Duties

• Collect consultation fees, treatment payments, product purchases, and balances due.
• Process credit card, cash, check, and financing payments as applicable.
• Provide receipts and properly document transactions.
• Assist with patient quotes, estimates, and payment coordination when appropriate.
• Maintain accurate records in the EMR/practice management system.
• Scan, upload, and organize patient documents as needed.

Plastic Surgery and Aesthetic Practice Support

• Maintain a basic understanding of surgical, non-surgical, injectable, skincare, and laser services offered by the practice.
• Present a professional and polished image consistent with an elective cosmetic surgery environment.
• Assist with promotion of skincare products, treatments, and practice specials when appropriate.
• Help identify patient interest in additional services and communicate those opportunities to the appropriate team member.
• Support a high-touch, concierge-level patient experience.

Compliance and Confidentiality

• Follow HIPAA guidelines and practice policies.
• Protect patient information and maintain confidentiality.
• Follow office protocols for documentation, payments, communication, and patient interactions.
• Report patient concerns, complaints, or unusual situations to management promptly.

Qualifications

• Prior front desk, receptionist, medical office, cosmetic surgery, dermatology, medspa, dental, or hospitality experience preferred.
• Excellent communication and interpersonal skills.
• Professional appearance and demeanor.
• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced environment.
• Comfortable using phones, computers, scheduling software, EMR systems, email, and payment processing systems.
• Reliable, punctual, and able to work well as part of a team.
• Ability to handle confidential information with discretion.
• Sales or customer service experience is a plus.

Preferred Skills

• Experience in plastic surgery, dermatology, aesthetics, medspa, or luxury service environment.
• Familiarity with cosmetic procedures, injectables, skincare, and elective medical services.
• Experience with patient financing platforms.
• Comfort discussing pricing, consultation fees, deposits, and retail skincare products.
• Ability to handle patient concerns with professionalism and empathy.

Personal Attributes

The successful candidate should be:

• Warm and welcoming
• Professional and polished
• Organized and detail-oriented
• Dependable and punctual
• Calm under pressure
• Patient-focused
• Discreet and trustworthy
• Positive and team-oriented
• Comfortable in a sales-aware, service-driven environment

Performance Expectations

Success in this role will be measured by:

• Professional and courteous patient interactions
• Accurate scheduling and documentation
• Efficient patient check-in and checkout
• Timely response to calls and messages
• Reliable payment collection and transaction documentation
• Positive contribution to patient experience and practice flow
• Ability to support practice growth through excellent service and appropriate promotion of services and products

Full service Plastic and Reconstructive Surgery practice with AAAASF accredited surgery suite

Company Description

Full service Plastic and Reconstructive Surgery practice with AAAASF accredited surgery suite