Aesthetician/ Front Desk Associate

Empower Aesthetics • Newport, RI

5d • $20 - $23

About The Position

The Aesthetician/Front Desk Associate has a dual clinical and administrative role at a med spa, providing aesthetic treatments while supporting daily operations and delivering a seamless patient experience. The role includes skin consultations, treatment administration, patient education, recordkeeping, and collaboration with other aesthetic providers. It also encompasses patient communications, appointment coordination, check-in and checkout, payment processing, sales and retention outreach, and maintaining a welcoming facility. The associate supports marketing and social media activities, follows applicable safety and privacy requirements, and participates in training and staff events.

Requirements

• High school diploma or equivalent.
• Current state Aesthetician license.
• Extensive knowledge of skin care treatments, elective services, products, and terminology.
• Strong customer service orientation focused on patient retention and satisfaction.
• Exceptional communication, interpersonal, and problem-solving skills.
• Highly organized and detail-oriented, with the ability to multitask between clinical and front desk duties in a fast-paced environment.
• Ability to work collaboratively as part of a healthcare team.
• Self-motivated, with the ability to contribute to team goals and individual sales targets.
• Empathetic approach to patient needs and concerns.

Nice To Haves

• Minimum of two years of experience in a medical office setting as an aesthetician or laser technician.
• Front desk, reception, or sales experience in a medical aesthetics or healthcare setting.
• Additional Laser Hair Removal Technician license, if required by state regulations.
• Proficiency in EMR systems, POS systems, and Microsoft Office Suite.

Responsibilities

• Conduct skin consultations, assess patient needs and goals, provide tailored care instructions and education, and recommend regimen adjustments.
• Assist with service knowledge training for non-clinical staff.
• Administer aesthetic treatments according to treatment plans and patient orders, supporting safe delivery and patient comfort.
• Prepare patients for appointments, including providing numbing services as needed.
• Collaborate with aesthetic providers on treatment plans and recommendations for products and services.
• Maintain detailed medical records, including procedures, products used, medication history, and educational materials distributed.
• Create social media content featuring treatments, results, testimonials, and educational information; collect and retain patient photo release forms.
• Coordinate with local and corporate marketing teams to ensure content follows branding guidelines.
• Greet and check in patients, enter patient information and consents into the EMR, alert clinicians to arrivals, and facilitate rooming.
• Check patients out, confirm satisfaction, and encourage rebooking.
• Answer and direct calls, monitor voicemails, manage email, and escalate issues as appropriate.
• Book and reschedule appointments, confirm appointments 24 hours in advance, use the waitlist to optimize scheduling, and follow up with patients who miss or cancel appointments.
• Collect payments in accordance with HIPAA standards, manage deposits when required, enter treatment invoices into the POS system, and record rewards points.
• Perform opening and closing duties and maintain clean, welcoming lobby and treatment areas; manage amenities, laundry, and trash disposal.
• Assist with inventory management and restocking supplies.
• Respond professionally to patient inquiries and concerns and communicate concerns to management.
• Stay informed about specials, treatments, and products, and recommend services and retail products suited to patient needs.
• Contact new leads, follow up with patients who canceled or did not rebook in the prior two weeks, and reach out to patients who have not visited in over 90 days.
• Document outreach and sales-related interactions.
• Follow patient communication protocols and seek supervision when necessary.
• Monitor equipment operation and maintain treatment rooms and work areas in accordance with OSHA standards.
• Maintain patient confidentiality and HIPAA compliance.
• Participate in in-service education, training, work events, and staff meetings.
• Maintain a valid Aesthetician license and a laser hair removal license if required by state regulations.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED