MedSpa Coordinator Lead

Azul Cosmetic Surgery and Medical Spa•Fort Myers, FL

10d

About The Position

The MedSpa Coordinator Lead supports day-to-day MedSpa front desk operations and helps ensure a consistent, organized, high-quality experience for patients, providers, and team members. Alongside the core responsibilities of a MedSpa Coordinator, the role provides frontline support to the coordinator team through scheduling, workflow coordination, communication, onboarding, and operational problem solving. Working closely with the Regional Manager and other operational leaders, the Lead helps maintain appropriate front desk coverage, anticipate scheduling and workflow needs, communicate practice updates, and support consistent execution of established processes. The role provides day-to-day guidance and peer support to MedSpa Coordinators but does not independently manage employee performance or hold other formal people-management responsibilities. The position requires exceptional customer service, organization, communication, initiative, attention to detail, and the ability to balance patient-facing responsibilities with team and operational support in a fast-paced medical aesthetics environment. The role is located in Fort Myers and reports to the Regional Manager.

Requirements

At least two years of experience in medical aesthetics, plastic surgery, a medical office, healthcare, or a related patient-facing environment.
At least one year of experience as a MedSpa Coordinator, medical receptionist, patient coordinator, front desk Lead, or in a similar role.
Previous experience providing peer leadership, training, onboarding, workflow coordination, or serving as a Lead team member.
Previous experience coordinating team schedules or supporting front desk coverage.
Knowledge of medical and/or aesthetic terminology.
Familiarity with HIPAA requirements and healthcare privacy standards, including the ability to maintain patient confidentiality and handle sensitive information appropriately.
Experience with electronic health record or practice-management systems.
Strong customer-service skills and the ability to provide a professional, patient-centered experience.
Excellent verbal and written communication skills.
Strong organizational and time-management skills, including the ability to manage multiple priorities in a fast-paced environment.
Strong problem-solving skills and the ability to appropriately resolve or escalate operational concerns.
Demonstrated reliability, initiative, professionalism, and follow-through.
Ability to work independently and collaboratively as part of a team.
High level of attention to detail and accuracy.
Proficiency with email and Microsoft Office applications, including Excel.

Nice To Haves

Nextech experience preferred.

Responsibilities

Coordinate and maintain the front desk schedule to support appropriate coverage, minimize unnecessary overtime, and meet operational needs.
Partner with the Regional Manager or designated operational leader regarding time-off requests, call-outs, coverage needs, and scheduling concerns.
Provide front desk coverage as needed to support patient volume and operational continuity.
Review upcoming patient and provider schedules, identify potential conflicts, gaps, or operational concerns, and work proactively with appropriate team members to resolve them.
Help coordinate appointments, breaks, schedule adjustments, and other front desk operational needs.
Maintain awareness of provider schedules and assist with minor scheduling needs, including approved schedule blocks and adjustments within established parameters.
Help ensure front desk processes and workflows are consistently followed.
Provide a concierge-level patient experience in person, by phone, and through other approved communication channels.
Support accurate and efficient patient check-in, check-out, appointment scheduling, payment collection, and follow-up activities.
Assist patients with general questions about services, products, promotions, appointments, and practice processes; escalate clinical questions to an appropriate licensed team member.
Help identify and resolve patient-service concerns within the role’s scope and escalate concerns to leadership when appropriate.
Promote professionalism, consistency, responsiveness, and a patient-centered approach across the front desk team.
Provide day-to-day guidance, support, and workflow direction to MedSpa Coordinators as appropriate.
Assist with onboarding and training new MedSpa Coordinators, including orientation to front desk processes, systems, workflows, and service expectations.
Reinforce established procedures, expectations, and best practices, and identify opportunities for additional clarification or training.
Partner with the Regional Manager or designated operational leader to prepare agendas and topics for front desk team meetings.
Support communication of promotions, events, operational changes, process updates, and other relevant information to front desk team members and providers.
Maintain current knowledge of promotions and incentives, communicate expectations, and track applicable front desk progress.
Escalate recurring workflow, training, attendance, performance, or team member challenges to the appropriate manager.
Serve as a frontline resource for MedSpa team needs and coordinate with leadership when requests fall outside established parameters.
Support assigned administrative processes related to provider or team member operations, including distribution of tips or other established processes.
Escalate clinical, patient-safety, team member, or significant operational concerns to the appropriate leader or licensed team member.
Conduct routine walkthroughs of patient-facing and front desk areas to help ensure the practice is organized, professional, clean, and consistent with brand standards.
Identify and communicate facility, technology, equipment, maintenance, or other operational concerns to the appropriate leader.
Assist with minor day-to-day operational issues and coordinate escalation when additional support is required.
Maintain familiarity with practice systems, workflows, policies, and operational procedures.
Protect patient privacy and maintain confidentiality in accordance with HIPAA and organizational requirements.
Identify opportunities to improve front desk workflows, communication, efficiency, and the patient experience and share recommendations with the Regional Manager.
Perform other duties as assigned by the Regional Manager or designated operational leader.