Front Office Coordinator

Kalon Aesthetics•Bellevue, WA

2d•Onsite

About The Position

Athenix delivers evidence-based aesthetic and body-contouring care focused on exceptional patient experience and measurable outcomes. Our Bellevue practice pairs high-quality clinical care with a collaborative, team-oriented environment. Position Summary The Front Office Coordinator is the patient’s first point of contact and a critical part of clinic operations. This part-time role manages front-desk tasks, patient communications, scheduling, insurance verifications, and administrative workflows, and supports marketing efforts (social media content and before/after photo coordination) to ensure a seamless, professional experience for patients and efficient clinic operations.

Requirements

Previous front-desk or administrative experience in a medical, aesthetic, surgical, dermatology, or high-volume clinic preferred
Experience or comfort with basic social media content creation and before/after photography workflows preferred
Strong customer service and communication skills; professional, friendly demeanor
Organized, detail-oriented, and able to multitask in a fast-paced environment
Proficient with EMR systems, Microsoft Office, and basic POS/credit card processing
Understanding of patient confidentiality and HIPAA requirements; ability to handle protected health information securely
Comfortable handling payments, insurance verification, and basic billing tasks
Ability to work the requested part-time schedule (Monday, Wednesday, Friday preferred) with flexibility as needed
High school diploma required

Nice To Haves

Additional administrative or marketing training a plus

Responsibilities

Greet patients and maintain a welcoming, professional front-desk presence
Manage appointment scheduling, confirmations, rescheduling, and patient arrival flow to optimize clinic efficiency
Perform patient check-in/check-out, collect signatures, verify demographics, and obtain necessary consents and pre-visit documentation
Field phone calls, emails, and online inquiries; provide accurate information and route clinical questions to appropriate team members
Verify insurance eligibility and benefits, collect co-pays and payments, and process transactions accurately
Coordinate pre-operative and post-operative communications (instructions, arrival times, follow-up reminders) with patients and clinical staff
Maintain organized patient records, ensure secure storage of photos and documents, and perform accurate EMR data entry
Assist with prior authorizations, referral coordination, and scheduling of labs/tests as requested by clinical staff
Support inventory tracking for front-office supplies and assist with basic administrative tasks as needed
Coordinate, capture, and organize patient before/after photos per policy; ensure secure, HIPAA-compliant photo storage and labeling
Assist in creation and scheduling of social media content (work with Practice Manager/marketing lead for approvals and compliance)
Escalate patient concerns, complaints, or scheduling conflicts to Practice Manager or clinical leads promptly
Participate in staff meetings, trainings, and contribute to a positive team environment