Scheduling Coordinator

CPP Careers•Traverse City, MI

4d•Onsite

About The Position

The Scheduling Coordinator is the primary point of contact for clients seeking cosmetic and aesthetic treatments. This role involves managing appointment schedules, providing exceptional customer service, and ensuring a seamless experience for patients from initial inquiry to post-treatment follow-up. The coordinator supports the practice’s operations by maintaining organized schedules, optimizing clinic efficiency, and fostering a welcoming environment for patients.

Requirements

Strong organizational and multitasking skills with attention to detail.
Excellent communication and interpersonal skills to interact with clients and team members.
Proficiency in scheduling and EMR software; familiarity with aesthetic services is a plus.
Ability to maintain a professional and positive demeanor in a fast-paced environment.

Nice To Haves

Previous experience in a medical or aesthetic practice preferred.

Responsibilities

Coordinate and manage patient scheduling for consultations, injectables, lasers, facials, follow-ups, and other skin care services while optimizing provider schedules and filling cancellations.
Deliver exceptional patient service by greeting patients, handling check-in/check-out, answering phones, scheduling appointments, and educating patients on services and appointment preparation.
Communicate professionally with physicians, nurses, aestheticians, laser technicians, and patients via phone, email, and secure messaging to ensure seamless patient care and scheduling flow.
Process patient payments, billing, financial quotes, memberships, packages, and no-show/cancellation fees while maintaining accurate patient records and digital charts.
Support daily clinic operations by managing inventory supplies, completing monthly inventory reconciliation, and maintaining a clean, organized, and professional workspace.
Assist with front office operations as needed, including resolving scheduling conflicts, accommodating emergency appointments, and ensuring schedules remain fully booked through waitlist and follow-up outreach.