Practice Coordinator

Kalon Aesthetics•Los Angeles, CA

5d•Onsite

About The Position

Provide administrative and operational support across sales, clinical, and practice operations while delivering an exceptional, concierge-level patient experience. The Practice Coordinator plays a key role in ensuring efficient daily operations, supporting business objectives, and maintaining the high standards of service expected in a premier aesthetic practice. The Practice Coordinator is responsible for creating a seamless patient experience while supporting the administrative and operational functions of the practice. This highly organized, detail-oriented professional partners closely with clinical, sales, and leadership teams to ensure operational excellence, scheduling accuracy, financial integrity, and efficient day-to-day practice operations. This role serves as a flexible operational resource and may provide cross-functional support for front office, business office, and practice operations during periods of increased business demand, staffing transitions, or special projects.

Requirements

Associate's degree preferred; equivalent experience considered.
3–5 years of administrative, operations, healthcare, hospitality, or luxury customer service experience.
2+ years in plastic surgery, aesthetics, dermatology, or elective healthcare preferred.
Proficiency with Microsoft Office, Google Workspace, and EMR/practice management software.
Strong communication, organization, attention to detail, and problem-solving skills.

Responsibilities

Deliver a warm, professional, and personalized experience for every patient, guest, and visitor.
Answer multi-line phone systems promptly with exceptional phone etiquette, professionalism, and empathy.
Address patient questions and concerns courteously, resolving issues whenever possible and escalating appropriately when needed.
Foster positive patient relationships while maintaining the highest standards of confidentiality and professionalism.
Perform business functions including invoice processing, bank deposits, payroll support, refunds, reporting, reconciliations, and other operational tasks.
Ensure financial transactions are processed accurately.
Maintain accurate patient records and documentation.
Assist with administrative projects and operational initiatives.
Partner with leadership and Patient Care Consultants to maintain an accurate and efficient surgery schedule.
Verify the accuracy of daily surgery schedules and patient information.
Collaborate to ensure treatment plans and financial quotes are accurate.
Support scheduling optimization efforts that contribute to business objectives.
Provide cross-functional support across front office, business office, and operations.
Assist with coverage during absences or increased patient volume.
Help maintain a clean, organized, luxury practice environment.
Communicate operational or patient concerns to leadership.
Participate in meetings and training.
Identify workflow improvements.
Arrive on time and prepared for each scheduled shift.
Work independently while meeting deadlines.
Maintain a positive, collaborative attitude.
Provide support at Pasadena and Brentwood locations during the first 3–6 months as needed.
Perform additional duties as assigned.