Plastic Surgery Patient Coordinator

AQUA DERMATOLOGY MANAGEMENT LLC•Miami, FL

4d•Onsite

About The Position

The Patient Coordinator serves as the central liaison between patients and the practice, ensuring a smooth, supportive, and informative experience throughout the surgical journey. This office-based position is responsible for coordinating consultations, preoperative and postoperative logistics, financial guidance, and ongoing communication, including after-hours support. The ideal candidate is empathetic, organized, and proactive, with exceptional communication and customer service skills.

Requirements

High School Diploma or equivalent required.
At least 1–2 years of experience in a medical office or aesthetics practice
Ability to multitask, prioritize, and remain calm under pressure.
Organization, attention to detail, and professional demeanor.
Ability to maintain professional candor at all times and remain calm when faced with mounting pressure related to deadlines and multiple priorities.
Well-developed verbal and written communication skills to meet a variety of communication needs. Strong and effective interpersonal skills that foster open upward and downward communication built on mutual respect.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures or government regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, customers, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, verbal, diagram, or schedule form. Ability to define problems, collect data, establish facts, and draw valid conclusions.
Proven ability to create and maintain strong professional relationships built on trust.
Self-disciplined and self-motivated. Ambition to be productive individually and as part of a team.
Exhibit professional sense of organization, cleanliness, and presentation.
Proficient in Microsoft Office Programs, including Word, Excel, Outlook, PowerPoint, etc.
Ability to learn processes and systems quickly.
Ability to organize and set priorities to ensure that objectives are met.

Nice To Haves

Associate or bachelor’s degree in healthcare, communications, or business (preferred)
Prior experience in sales or consultative selling (especially high-ticket services like cosmetics procedures)
Experience with social media platforms
Familiarity with aesthetic products, skincare, or cosmetic treatments is a plus
Familiarity with medical billing and clinical support is preferred
Bilingual English/Spanish (preferred)

Responsibilities

Patient communication & scheduling
Serve as the main point of contact for prospective and current patients via phone, email, patient portal, and in person.
Schedule consultations, surgeries, pre-op appointments, follow-ups, and telehealth visits.
Proactively communicate updates, delays, or instructions to patients in a timely and professional manner.
Consultation Support
Guide patients through their options and expectations for various procedures.
Ensure patient intake forms and documentation are complete and accurate prior to consultations.
Assist with creating a welcoming, informed, and emotionally supportive consultation experience.
Preoperative coordination
Provide detailed pre-surgical instructions and ensure all necessary paperwork, consents, and forms are completed and documented.
Coordinate required lab work, clearances, or imaging orders in preparation for surgery.
Maintain communication with both patient and clinical team to confirm readiness for surgery.
Ensure all pre-op checklist items are met in a timely manner and flagged for review.
Financial & administrative coordination
Present pricing, payment options, and financing plans professionally and transparently.
Answer insurance-related questions when applicable.
Provide accurate surgical quotes and maintain billing documentation.
Coordinate payment collection and follow-up for balances due.
Postoperative support & follow-up
Conduct postoperative follow-up calls to assess recovery and patient satisfaction.
Coordinate follow-up appointments and ensure continuity of care.
Communicate patient needs or concerns to the clinical team and ensure appropriate escalation when needed.
After-hours communication & emergencies
Serve as part of the on-call designated contact for after-hours patient communication.
Triage non-emergency questions and concerns received after hours and route accordingly.
Identify urgent matters and facilitate appropriate follow-up or communication with on-call providers.
Document after-hours interactions in the EHR promptly and accurately.
Documentation & care coordination
Maintain accurate, up-to-date patient records including all communications, forms, and care details.
Relay clinical updates and requests to appropriate team members and providers.
Coordinate provider instructions and ensure proper execution across teams.
Patient education & emotional support
Educate patients about procedures, recovery, and expectations.
Provide ongoing reassurance and serve as an empathetic point of contact throughout their care experience.
Patient experience & professionalism
Ensure the highest standard of customer service in every patient interaction.
Handle concerns or complaints professionally, seeking resolution in a timely manner.
Maintain a polished appearance and comply with all dress code and uniform guidelines.
Support a clean, welcoming, and professional environment in all areas of patient interaction.