Patient Experience Coordinator

Wise Aesthetics•Carmel, IN

10d•$15 - $30•Onsite

About The Position

Wise Aesthetics is a premier medical aesthetics practice dedicated to delivering natural-looking results, elevated patient care, and an exceptional experience at every touchpoint. We combine clinical expertise with a luxury, personalized approach to help our patients look and feel their best in a warm, polished, and professional environment. We are seeking a Patient Experience Coordinator who is passionate about hospitality, service excellence, and relationship-building. This role is ideal for someone who thrives in a fast-paced, high-touch environment and understands that the front desk is not just an administrative function, but a critical part of the brand experience, patient retention, and practice growth. The Patient Experience Coordinator is a key member of the front office team and serves as a primary point of contact for patients throughout their journey with Wise Aesthetics. This individual helps create a seamless, welcoming, and elevated experience from the first inquiry through check-out, follow-up, rebooking, and long-term retention. This role requires a unique combination of hospitality, professionalism, organization, and confidence in patient communication. The ideal candidate is warm, polished, proactive, detail-oriented, and motivated by creating meaningful patient relationships while supporting conversion, rebooking, and overall practice performance.

Requirements

Previous experience in a front desk, concierge, patient coordination, customer service, hospitality, or sales support role.
Experience in aesthetics, medical spa, cosmetic, wellness, healthcare, or luxury hospitality environments strongly preferred.
Strong communication and interpersonal skills.
Excellent organizational skills and attention to detail.
Comfortable learning and using scheduling systems, EMRs, CRMs, and other office software.
Ability to maintain confidentiality and exercise discretion in patient interactions.
Ability to thrive in a fast-paced, team-oriented environment.

Nice To Haves

Passion for aesthetics, beauty, wellness, and patient care.
Strong hospitality instincts and emotional intelligence.
Confidence in guiding conversations that support booking, rebooking, and patient loyalty.
A proactive mindset and a willingness to take initiative.
High personal standards and a strong sense of ownership.

Responsibilities

Deliver an Elevated Patient Experience: Welcome patients in person, by phone, by text, and by email with warmth, professionalism, and responsiveness. Create a polished, hospitality-driven experience that reflects the Wise Aesthetics brand. Ensure each patient feels seen, cared for, comfortable, and confident throughout their visit. Maintain a calm, organized, and inviting front desk and reception experience. Support seamless check-in and check-out processes with a high level of attention to detail.
Support Inquiry Conversion and Scheduling: Respond promptly and professionally to new patient inquiries, consultation requests, and treatment questions. Help guide prospective patients through the scheduling process and convert inquiries into booked appointments. Schedule consultations, treatments, and follow-up visits accurately and efficiently. Optimize provider schedules to support patient flow, reduce gaps, and improve daily efficiency. Clearly communicate appointment details, policies, and pre-appointment instructions.
Drive Rebooking and Patient Retention: Proactively encourage rebooking at check-out and through follow-up communication. Reinforce continuity of care and future treatment planning based on provider recommendations. Conduct thoughtful post-treatment follow-up to assess satisfaction and support ongoing patient relationships. Help strengthen patient loyalty by delivering an experience that encourages repeat visits and referrals. Support retention goals by helping patients stay connected and engaged with the practice.
Support Front Office Operations: Maintain accurate patient records, communication notes, and documentation in accordance with practice standards. Assist with front office administrative tasks, including scanning, filing, and communication tracking. Help maintain front office inventory, supplies, cleanliness, and brand presentation. Ensure patient-facing spaces remain organized, elevated, and aligned with Wise Aesthetics standards. Support events, promotions, and special initiatives as needed.
Collaborate as a High-Performing Team Member: Work closely with providers and team members to support a consistent, high-quality patient experience. Communicate clearly regarding patient needs, scheduling priorities, and service concerns. Contribute to a culture of accountability, excellence, teamwork, and continuous improvement. Approach challenges with professionalism, positivity, and a solutions-oriented mindset.