Patient Coordinator (Aesthetic Medicine / Medical Spa)
About The Position
At Rejuvenation Clinic, we believe aesthetics is deeply personal, confidence-building, and rooted in artistry. For years, our clinic has served the Northern Virginia community with exceptional patient care, earning 700+ five-star reviews and building relationships with thousands of loyal patients. We are entering an exciting new chapter and are seeking an experienced, highly motivated Patient Coordinator to help lead the relaunch of our practice and support continued growth. This is not a typical front desk role. We are looking for someone who thrives in a high-touch, patient-focused environment and understands that exceptional patient experiences, strong follow-up, and consultative sales directly impact outcomes and business success. If you are organized, personable, sales-minded, and passionate about aesthetics, we’d love to meet you. The Patient Coordinator will serve as the face of the clinic and play a critical role in patient experience, lead conversion, retention, scheduling, and revenue growth. This individual will manage front desk operations while also acting as a key driver of patient communication, consultation coordination, treatment plan follow-up, and relationship building. The ideal candidate has prior experience in medical aesthetics, cosmetic dentistry, plastic surgery, dermatology, luxury wellness, or a high-touch medical environment.
Requirements
- 2+ years of experience in a patient-facing role
- Strong customer service and relationship-building skills
- Comfortable with sales, consultative conversations, and overcoming objections
- Highly organized with excellent follow-through
- Strong written and verbal communication skills
- Tech-savvy and comfortable learning new systems
Nice To Haves
- Experience in a med spa, plastic surgery, dermatology, cosmetic dentistry, wellness, or aesthetic practice
- Experience with CRM systems, EMRs, or patient communication software
- Knowledge of aesthetic treatments including injectables, lasers, skin rejuvenation, and wellness services
- Experience with consultation conversion and treatment plan sales
Responsibilities
- Deliver an exceptional, luxury-level patient experience from first contact through follow-up
- Welcome and check in patients while maintaining a warm, polished, professional environment
- Manage scheduling, confirmations, rescheduling, and appointment optimization
- Coordinate provider schedules to maximize efficiency and patient flow
- Maintain front office organization and daily clinic readiness
- Promptly respond to new leads via phone, text, and email
- Convert inquiries into consultations and booked appointments
- Conduct proactive patient follow-up and nurture patients through the decision-making process
- Support consultation flow and treatment plan acceptance
- Educate patients on services, memberships, packages, and financing options
- Identify opportunities to increase patient lifetime value through retention and rebooking
- Build meaningful long-term relationships with patients
- Execute follow-up campaigns for inactive patients and missed opportunities
- Support patient retention initiatives and reactivation campaigns
- Ensure patients feel supported, informed, and cared for throughout their aesthetic journey
- Maintain accurate patient records and documentation
- Support CRM management, patient communication systems, and database organization
- Assist with inventory awareness and daily clinic operational needs
- Collaborate with providers and leadership to improve systems, workflows, and patient outcomes
Benefits
- Opportunity for growth as the clinic expands
- Performance-based incentives may be available for the right candidate
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
No Education Listed
