Aesthetician/ Front Desk Associate

Empower Aesthetics•Newport, RI

About The Position

The Aesthetician/Front Desk Associate serves in a dual clinical and administrative role at a med spa, providing aesthetic treatments while supporting daily operations and patient experience. The role includes conducting consultations, educating patients, administering treatments, maintaining treatment records, and collaborating with other providers. It also manages front desk communications, scheduling, check-in and checkout, payment collection, and follow-up to encourage patient retention and rebooking. The associate supports marketing and social media content, facility upkeep, inventory, compliance, and patient outreach. The position reports to the Practice Manager and has no supervisory responsibilities. It is classified as non-exempt and involves local travel.

Requirements

High school diploma or equivalent.
Current state Aesthetician license.
A Laser Hair Removal Technician license may be required depending on state regulations.
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 and shift 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.
Ability to remain stationary for up to 50% of the time and move between the front desk, lobby, and treatment rooms.
Ability to use hands and fingers to perform treatments and operate computers, phones, POS systems, and other office machinery; ability to stoop and kneel as needed.
Ability to communicate and exchange accurate information.
Ability to move, transport, position, or lift boxes weighing up to 20 pounds.

Nice To Haves

At least 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.
Proficiency with EMR systems, POS systems, and Microsoft Office Suite.

Responsibilities

Conduct patient consultations to assess skin care needs and goals, provide personalized instructions and educational materials, and recommend regimen adjustments.
Assist with service knowledge training for non-clinical staff.
Administer aesthetic treatments according to treatment plans and patient orders, ensuring safety, effectiveness, comfort, and satisfaction.
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 of procedures, product usage, medication history, and educational materials distributed.
Create social media content featuring treatments, before-and-after results, testimonials, and product or service education; collect and save patient photo release forms.
Coordinate with local and corporate marketing teams to follow branding guidelines and promote services.
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 them to book their next appointment.
Answer and direct calls, monitor voicemails, handle email, and escalate issues when needed.
Book and reschedule appointments, confirm appointments 24 hours in advance, optimize schedules using the waitlist, and follow up with patients who miss or cancel appointments.
Collect payments in compliance with HIPAA standards, manage deposits when required, enter treatment invoices into the POS system, and accurately log rewards points.
Perform opening and closing duties; maintain clean, welcoming lobby and treatment areas; manage amenities, laundry, and trash; and help restock supplies.
Address patient inquiries and concerns professionally and communicate client concerns to management.
Stay current on specials, treatments, and product information and recommend services and retail products that align with patient needs.
Contact new leads, patients who canceled or did not rebook in the prior two weeks, and patients who have not visited in more than 90 days; document outreach and sales interactions.
Follow patient communication protocols and seek supervision when necessary.
Monitor equipment and maintain treatment rooms and work areas in compliance with OSHA standards; protect patient confidentiality and comply with HIPAA.
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.