Patient Care Coordinator

Job Description Patient Care Coordinator — The Vitality & Aesthetics Institute (TVAAI) Houston, TX · Full-Time · Front Office / Patient Experience Role Summary The Vitality & Aesthetics Institute is hiring a Patient Care Coordinator to own the front of our practice. This is not a traditional reception role — it is a self-directed position for a polished, sales-minded professional who can run patient scheduling, manage inventory, deliver an exceptional phone and in-person experience, and confidently sell our treatments, memberships, and product line. You will be the first voice patients hear and the face they see when they arrive. You will operate with autonomy, reporting directly to the practice owner, and you will be measured by clear performance metrics rather than day-to-day supervision. If you take pride in running a tight, welcoming, high-performing front office and you know the aesthetics world, this role is built for you. What You'll Own Patient Scheduling & Calendar Management Manage the appointment calendar across providers and devices to maximize utilization and minimize gaps Confirm appointments, reduce no-shows, and keep the daily schedule running on time Coordinate consultations and follow-up visits to support patient outcomes and retention Front Desk & Phones Answer all incoming calls promptly and professionally; convert inquiries into booked appointments Greet and check in patients, creating a warm, premium first impression Manage email and text communication, intake paperwork, and patient records in our systems Sales, Memberships & Product Line Educate patients on our treatments, membership/subscription plans, and retail products Drive membership enrollment and retention — our subscribers are the heart of the practice Recommend and sell retail skincare and product offerings that fit each patient's plan Re-engage lapsed patients and support promotional offers Inventory Management Track product and clinical supply levels; maintain par levels and reorder on time Receive, verify, and organize incoming inventory; prevent stockouts and overstock Reconcile inventory and flag discrepancies Practice Operations Keep the front-of-house environment clean, organized, and on-brand Follow established back-office processes and identify improvements Handle daily opening/closing and point-of-sale transactions accurately Who You Are Required 2+ years of experience in a medical aesthetics, med spa, dermatology, plastic surgery, or wellness practice Demonstrated sales ability and comfort discussing treatments, memberships, and product recommendations Strong working knowledge of aesthetic services and skincare products Excellent phone presence and interpersonal communication Highly organized, self-motivated, and able to work independently without close supervision Proficiency with scheduling/POS and practice-management software (we use Prospyr); quick to learn new tools Preferred Existing relationships or familiarity with our product and device categories Experience managing inventory and vendor ordering Texas esthetician license a plus (not required for this role as described) Track record hitting sales or membership-conversion goals What Success Looks Like (First 90 Days & Beyond) Because this role runs autonomously, performance is measured against clear targets, including: Phone answer rate and inquiry-to-booking conversion Appointment show rate and schedule utilization Membership enrollment and month-over-month retention Retail/product attachment rate per patient visit Inventory accuracy and zero avoidable stockouts Compensation & Benefits Base salary: $45,000–$52,000 per year, commensurate with experience On-target earnings: $58,000–$70,000+ with incentives — uncapped for strong performers Performance incentives: Retail product commission, per-enrollment membership bonuses, quarterly retention bonuses, and a monthly practice-performance bonus Employee perks: Com #J-18808-Ljbffr The Vitality & Aesthetics Insitute