Cosmetic Coordinator

Cosmetic Physician Partners•Greenwood Village, CO

2d•Onsite

About The Position

The Cosmetic Coordinator will be the primary point of contact for patients interested in or awaiting cosmetic procedures. This role involves providing detailed information about procedures and products, managing patient scheduling and payments, and ensuring patients are well-informed about pre- and post-treatment care. The coordinator will also assist with administrative tasks, maintain patient records, manage inventory, and contribute to marketing efforts.

Requirements

Strong understanding of customer service and health care administration.
Ability to manage own workload effectively while being flexible to new tasks.

Nice To Haves

Aesthetician knowledge/background preferred.
Skincare related experience a plus.
Bachelor’s degree (Preferred).

Responsibilities

Credential physicians and aestheticians.
Serve as the main contact for patients considering or awaiting cosmetic procedures.
Provide information and answer questions regarding all cosmetic procedures and products.
Prepare fees and quotes for cosmetic patients.
Schedule aesthetic procedures with the appropriate physician and/or aesthetician, optimizing schedule utilization.
Utilize the cancellation list to fill openings and get patients in sooner; notify manager and/or doctor if the waitlist exceeds six patients.
Collect deposits and payments for procedures and product purchases.
Counsel patients on pre- and post-treatment instructions for procedures, skincare, and follow-up questions, documenting conversations in EMR.
Log post-appointment follow-up calls in EMR (e.g., laser, filler, consults).
Assist with pre/post-treatment photos, including baseline and Visia photos.
Ensure patients are prepared for treatments and understand what to expect on treatment day and during recovery.
Educate, recommend, and upsell skincare products to patients based on their aesthetic goals.
Answer a high volume of daily calls and return voicemails within 24 hours.
Email pre- and post-treatment instructions for filler and laser appointments.
Submit eRX for necessary laser appointments.
Act as a liaison between the patient and physician by scheduling recommended procedures, selling recommended products, and tracking closure rates.
Package and ship online product orders.
Assemble cosmetic consult folders.
Check out cosmetic patients in EMR using the cosmetic superbill for cost reference.
Navigate and sign up patients for Alle and Aspire rewards programs.
Keep the new patient consult conversion log updated.
Obtain necessary treatment records from previous offices prior to patient appointments (e.g., Botox, filler).
Monitor inventory levels and notify appropriate staff if levels are low.
Add patients to recall if they are not scheduled at check-out.
Present marketing, social media, and promotional ideas to the Aesthetic Manager.
Turn in yellow duplicate sheets to each doctor by 5:00 PM daily, highlighting purchased products and scheduled appointments.