Patient Coordinator

Patient Coordinator

Patient Coordinators play a key role in creating an exceptional first and lasting impression for patients at Mays Plastic Surgery & The Spa at MPS. This position is responsible for delivering outstanding customer service, managing front desk operations, assisting patients with skincare purchases, maintaining skincare inventory, and supporting the team in meeting overall sales goals.

Key Responsibilities

Patient Experience & Front Desk Operations

• Greet all patients warmly and ensure a professional, welcoming environment.
• Check patients in and out efficiently while maintaining confidentiality and accuracy.
• Collect payments, process transactions, and balance daily reconciliation.
• Confirm appointments, update patient information, and ensure all necessary forms are completed.
• Communicate with clinical staff to ensure smooth patient flow and exceptional care.
• Provide education about available services, skincare lines, memberships, and promotions.

Sales & Membership Goals

• Actively promote skincare products, memberships, and treatment packages.
• Meet or exceed monthly sales goals for skincare and Beauty Savings Account memberships.
• Track personal and team performance, contributing to overall front desk sales objectives.
• Participate in staff training to strengthen product knowledge and sales techniques.
• Offer personalized product recommendations to enhance patient results and satisfaction.

Skincare Inventory Management

• Order, receive, and maintain all skincare product inventory for the practice.
• Monitor stock levels, reorder as needed, and prevent shortages or overstocking.
• Organize retail shelves for a clean, appealing presentation.
• Conduct monthly inventory counts and report discrepancies or trends to management.
• Communicate with vendors to manage orders, pricing, and deliveries efficiently.

Administrative & Team Support

• Answer phone calls and respond to patient inquiries professionally and promptly.
• Support event coordination, promotions, and educational workshops as needed.
• Collaborate with the front desk and clinical teams to ensure a seamless patient experience.

Qualifications

• Minimum 1–2 years of experience in a medical spa, dermatology, or aesthetic office.

• Proven experience with retail or skincare product sales preferred.

• Strong communication and customer service skills.

• Organized, dependable, and comfortable in a fast-paced environment.

• Proficient in EMR/practice management software and Microsoft Office Suite.

• Professional appearance and demeanor consistent with a luxury med spa environment.