Patient Experience Coordinator and Medical Assistant

Empower Aesthetics•South Kingstown, RI

11d•Onsite

About The Position

At SeaMist MedSpa, we are passionate about creating a one-of-a-kind, elevated experience that empowers our clients to feel confident and cared for. We pride ourselves on educating each client and designing customized treatment plans tailored to their unique goals. Our expertise spans a full range of aesthetic and medical spa services, including injectables, facials, laser treatments, and body contouring. With two thriving locations in Wakefield and Newport, RI, we are seeking a dedicated Patient Experience Coordinator/Medical Assistant to support both locations. This role is essential in delivering the seamless, welcoming experience our clients have come to expect. Position Overview: The Patient Experience Coordinator is the first point of contact for our patients and plays a vital role in shaping their overall experience with our practice. This position is responsible for creating a warm, welcoming, and professional environment while ensuring every interaction is handled with care, compassion, and efficiency. The Patient Experience Coordinator manages appointment scheduling, check-in and check-out processes, and patient communications, while maintaining accurate records and upholding strict confidentiality standards. In addition, this role supports the clinical team by coordinating patient needs, ensuring comfort and safety, and contributing to a seamless flow of operations. The ideal candidate will have exceptional interpersonal skills, attention to detail, and a genuine passion for delivering an outstanding patient experience from the first phone call to the follow-up visit.

Requirements

2+ years of experience in a front desk or patient-facing administrative role
Exceptional verbal and written communication skills
Proven ability to work collaboratively as an engaged team member
Highly organized with meticulous attention to detail
Compassionate and empathetic approach to addressing patient needs and concerns

Nice To Haves

Preferred experience in medical aesthetics, cosmetic dermatology, or plastic surgery settings
Strong problem-solving abilities and analytical thinking skills
Solid understanding of dermatology and skincare treatments preferred

Responsibilities

Deliver an exceptional, welcoming experience for every client from arrival to departure
Warmly greet clients in person and professionally answer all incoming calls
Schedule, reschedule, and confirm appointments with accuracy and efficiency
Manage client check-in and check-out processes seamlessly
Respond promptly and professionally to emails and other correspondence
Ensure every client’s comfort, privacy, and safety throughout their visit
Maintain thorough and accurate client records and documentation
Follow all infection control, sanitation, and safety protocols
Adhere to OSHA and HIPAA guidelines at all times
Stay informed on industry updates, trends, and best practices
Capture high-quality photo and video content for social media use
Work closely with team members to provide cohesive, high-quality client care
Participate in regular professional development and training opportunities
Arrive early to prepare and organize treatment rooms, ensuring readiness for scheduled appointments
Pre-chart patient appointments to facilitate an efficient and seamless daily workflow
Accurately draw up neurotoxin treatments using facial mapping charts
Ensure all treatment rooms are fully stocked, sanitized, and equipped with necessary supplies
Escort patients to treatment rooms and review medical histories thoroughly
Confirm and obtain signed consent forms prior to treatment
Provide chairside clinical support during procedures, anticipating provider needs
Accurately document treatments and update patient charts in a timely manner
Assist with Hormone Replacement Therapy (HRT), dermal fillers, biostimulants, Hair PRP, and EZ Gel treatments
Call in prescriptions as directed
Clean and reset treatment rooms between patients to maintain safety, efficiency, and compliance
Support consistent and smooth patient flow throughout the day