Aesthetics Coordinator

MWD Management, LLC dba•Tigard, OR

6d•$25 - $32

About The Position

The Aesthetics Coordinator is charged with helping patients navigate the aesthetic process and serves as a liaison—or translator—between the patient and the provider. This person is also a conduit between the VP, Aesthetics, and the DAT team. The coordinator is responsible for building and maintaining relationships with our patients and delivering consistent customer service experience, schedules appointments, helping to sell products and maintains a smooth flow of other operations while achieving sales and budget goals.

Requirements

High School Diploma or equivalent required
Previous customer service, patient coordination, or sales experience required
Strong interest in aesthetic medicine and skincare.
Excellent verbal and written communication skills.
Professional, polished, and compassionate demeanor.
Highly organized with exceptional attention to detail.
Ability to multitask in a fast-paced clinical environment.
Comfortable assisting during medical and cosmetic procedures.
Self-motivated with a positive attitude and willingness to continually learn.

Nice To Haves

Previous experience in aesthetics, dermatology, plastic surgery, medical spa, or cosmetic medicine preferred.
Experience using electronic medical records preferred.
Basic photography and social media experience are a plus.

Responsibilities

Serve as the primary liaison between cosmetic patients and providers, ensuring a seamless and welcoming experience throughout every stage of care.
Educate patients on available aesthetic treatments, skincare products, treatment (pre and post) expectations, pricing, and maintenance recommendations while helping them make informed decisions that align with their individual goals.
Develop personalized treatment recommendations in collaboration with providers and thoughtfully introduce complementary services and retail products when appropriate.
Respond promptly (time frame to correspond with technological access) and professionally to patient inquiries via phone, email, text messaging, online scheduling, social media and in person.
Coordinate consultations, treatment appointments, follow-up visits, procedure scheduling post-treatment care and future treatments, often as part of a treatment plan.
Prepare treatment plans, review pricing, discuss package options, and provide financing information when applicable.
Conduct outbound calls/texts/emails/etc. to prepare patients for upcoming appointments, confirm treatment instructions, follow up after procedures, and reconnect with existing patients regarding future treatments, promotions, and events.
Contact patients who have expressed interest in Cosmetic Services through our Cosmetic Campaign tracker (and/or other platforms) to facilitate and schedule consultations with our Aesthetic Providers.
Assist providers with scheduling adjustments, treatment flow, and maximizing clinical efficiency and productivity throughout the day.
Address patient questions, concerns, and service recovery opportunities with professionalism and compassion while working collaboratively with leadership to ensure the highest level of patient satisfaction.
Identify opportunities to improve workflows, enhance the patient experience, and contribute to the continued growth and success of the aesthetics department – aligning with or exceeding department goals.
Assist with planning, marketing, and supporting aesthetic events, educational seminars, open houses, and promotional campaigns.
Prepare treatment rooms before procedures by ensuring all equipment, supplies, products, and instruments are organized, stocked, and ready for patient care.
Escort patients to treatment rooms, review treatment plans, obtain standardized before-and-after photographs, ensure required consent forms are completed, and answer patient questions within scope.
Apply topical anesthetic (numbing cream) according to provider and state protocols and monitor appropriate timing prior to procedures.
When appropriate, assist providers during cosmetic procedures including injectables, laser treatments, microneedling, PRP/PRF procedures, skin resurfacing, DiamondGlow, chemical peels, skin lesion treatments, and other aesthetic services.
Anticipate provider needs during procedures by preparing supplies, assisting with equipment, maintaining efficient workflow, and ensuring patient comfort throughout treatment.
Assist with treatment documentation within the electronic medical record under provider direction, including procedure details, products used, patient education and post-treatment instructions.
Review pre-treatment and post-treatment care instructions with patients and reinforce provider recommendations.
Maintain accurate patient records while ensuring compliance with HIPAA and all office policies.
Perform room turnover between patients, including cleaning and disinfecting treatment rooms, preparing equipment, sterilizing instruments as appropriate, restocking supplies, and maintaining an organized clinical environment.
Monitor inventory levels of skincare products, medical supplies, injectables, and consumable materials while communicating ordering needs proactively.
Participate in monthly inventory counts and assist with maintaining an organized and efficient cosmetic department.
Assist in promoting the growth of the cosmetic practice through patient education, community engagement, promotional events, social media participation, and outstanding patient experiences.
Create social media content highlighting treatments, skincare education, patient outcomes, office events, and provider expertise in collaboration with the marketing team.
Build strong, lasting patient relationships through exceptional customer service, professionalism, and compassionate communication.
Perform additional duties as assigned to support the needs of the cosmetic practice.