Front Desk Staff

AESTHETX; Campbell (CA); On-site; USD 30,000 - 41,000; Full time

Benefits offered by this job

Generous PTO + 8 Paid Holidays

401(k) with Employer Match

FSA & HSA options

Life Insurance, Short & Long-Term Dis​

Complimentary aesthetic services incl.

Discounts on product and treatment

Lunchroom with coffee and snacks

Regular team lunches and events

Job summary

Aesthetx, the Bay Area practice known for plastic surgery and aesthetics, seeks a Front Desk Associate to be the first and last impression for patients. You will manage high-volume scheduling, handle sensitive interactions with poise, and ensure smooth operations that reflect our standard of care.

You bring warmth, precision, and a genuine love of people to a fast-moving environment, holding yourself to a high bar alongside our physicians and team.

Qualifications

• High school diploma or equivalent
• Associate's or bachelor's degree preferred
• 2+ years of front desk, receptionist, or patient-facing customer service experience
• Exceptional interpersonal skills — warm, professional, and unflappable under pressure
• Strong attention to detail and ability to manage multiple priorities simultaneously
• Comfortable with technology: EMR/scheduling software, POS systems, and Google Workspace
• Reliable, punctual, and committed to the team — this role anchors the day
• Experience in a medical spa, plastic surgery, dermatology, or aesthetics environment (preferred)
• Familiarity with Nextech or similar medical practice management software (preferred)
• Experience handling cash, credit, and end-of-day reconciliation (preferred)
• Bilingual (English/Spanish) a plus (preferred)

Responsibilities

• Greet every patient with warmth and professionalism
• Manage patient check-in and check-out with accuracy and efficiency
• Ensure the waiting area and front desk are immaculate and on-brand at all times
• Anticipate patient needs and proactively address questions, concerns, or wait times
• Handle sensitive interactions — patient complaints, concerns, or difficult conversations — with calm, empathy, and good judgment
• Own the daily schedule — confirm appointments, manage cancellations, and minimize gaps
• Book new patient consultations, follow-up visits, and treatment appointments with accuracy
• Coordinate provider schedules and flag conflicts before they become problems
• Maintain a working cancellation list and actively fill open slots
• Answer inbound calls and return messages promptly — every patient deserves a response within the same business day
• Manage patient intake forms, consent documentation, and pre-visit paperwork
• Route clinical questions to the appropriate provider or medical staff without delay
• Maintain accurate, complete patient records in Nextech
• Collect and process patient payments accurately at time of service
• Explain financial policies, payment plans, and treatment packages clearly and confidently
• Reconcile end-of-day transactions and flag discrepancies to the Practice Manager
• Coordinate with the billing team on insurance verification and authorizations as needed
• Open and close the practice according to standard operating procedures
• Monitor and replenish front desk and waiting area supplies
• Support the clinical team with administrative tasks that keep the day flowing
• Participate in team huddles and contribute to continuous process improvement

Skills

Front desk experience

Customer service

EMR software

POS systems

Google Workspace

Bilingual English/Spanish

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

Nextech

POS systems

Scheduling software

Job description

Aesthetx is the Bay Area's premier destination for plastic surgery and medical aesthetics, with three locations across Los Gatos, Menlo Park, and Greenbrae. We are home to five elite physicians and ten midlevel providers who deliver exceptional outcomes in a setting built around patient experience and clinical excellence.

We are hands-on, high-standard, and deeply invested in the people who make this practice what it is — our physicians, our team, and our patients.

Our vision: To be the permanent home for plastic surgery and aesthetics — defined by elite physicians, exceptional patient experience, and a team that holds itself to the highest standard.

What drives us:

• Operational Excellence: We hold ourselves to high standards and move with velocity. Good enough is never the goal.
• People First: Everything starts with people — our physicians, our teams, and our patients. Culture is not an afterthought.
• Built to Scale: We are building the infrastructure, systems, and team that will support a national platform — starting now.

THE ROLE

The Front Desk Associate is the first and last impression of Aesthetx — and we take that seriously. You own the front-of-house experience from the moment a patient walks through the door to the moment they leave, ensuring every touchpoint reflects the standard of care and professionalism that defines this practice.

This is not a passive administrative role. You will manage a high-volume schedule, handle sensitive patient interactions with poise, and keep the practice running on time and on standard. You are the connective tissue between our patients, our clinical team, and our operations — and your attention to detail directly impacts the patient experience and the business.

The ideal candidate brings warmth, precision, and a genuine love of people. You're energized by a fast-moving environment, you don't let things fall through the cracks, and you hold yourself to the same high bar we hold everyone on this team.

CORE RESPONSIBILITIES

Patient Experience & Front-of-House

• Greet every patient with warmth and professionalism
• Manage patient check-in and check-out with accuracy and efficiency
• Ensure the waiting area and front desk are immaculate and on-brand at all times
• Anticipate patient needs and proactively address questions, concerns, or wait times
• Handle sensitive interactions — patient complaints, concerns, or difficult conversations — with calm, empathy, and good judgment

Scheduling & Appointment Management

• Own the daily schedule — confirm appointments, manage cancellations, and minimize gaps
• Book new patient consultations, follow-up visits, and treatment appointments with accuracy
• Coordinate provider schedules and flag conflicts before they become problems
• Maintain a working cancellation list and actively fill open slots

Phones, Communications & Intake

• Answer inbound calls and return messages promptly — every patient deserves a response within the same business day
• Manage patient intake forms, consent documentation, and pre-visit paperwork
• Route clinical questions to the appropriate provider or medical staff without delay
• Maintain accurate, complete patient records in Nextech

Financial Transactions & Point of Sale

• Collect and process patient payments accurately at time of service
• Explain financial policies, payment plans, and treatment packages clearly and confidently
• Reconcile end-of-day transactions and flag discrepancies to the Practice Manager
• Coordinate with the billing team on insurance verification and authorizations as needed

Practice Operations Support

• Open and close the practice according to standard operating procedures
• Monitor and replenish front desk and waiting area supplies
• Support the clinical team with administrative tasks that keep the day flowing
• Participate in team huddles and contribute to continuous process improvement

QUALIFICATIONS

Required

• High school diploma or equivalent required; associate's or bachelor's degree preferred
• 2+ years of front desk, receptionist, or patient-facing customer service experience
• Exceptional interpersonal skills — warm, professional, and unflappable under pressure
• Strong attention to detail and ability to manage multiple priorities simultaneously
• Comfortable with technology: EMR/scheduling software, POS systems, and Google Workspace
• Reliable, punctual, and committed to the team — this role anchors the day

Preferred

• Experience in a medical spa, plastic surgery, dermatology, or aesthetics environment
• Familiarity with Nextech or similar medical practice management software
• Experience handling cash, credit, and end-of-day reconciliation
• Bilingual (English/Spanish) a plus

CORE COMPETENCIES

• Presence & Warmth: Creates a welcoming environment from first contact. Patients feel seen, valued, and well cared for before they ever meet a provider.
• Operational Precision: Schedules accurately, documents completely, and reconciles without errors. Treats the details as the job.
• Composure Under Pressure: Stays calm and professional when the schedule runs long, a patient is frustrated, or the day goes sideways. Doesn't let the front desk become the problem.
• Proactive Communication: Flags issues before they emerge.
• Brand Stewardship: Understands that the front desk IS the brand. Holds the standard on appearance, tone, and experience at every touchpoint.

WHAT YOU'LL GAIN

You're joining a practice at the leading edge of plastic surgery and aesthetics — one that is growing fast, takes its culture seriously, and invests in the people who show up and do the work. This is a place to build a real career in aesthetics.

Professional Development

• First-hand exposure to one of the most respected aesthetic practices in the Bay Area
• Mentorship from an experienced Practice Manager and leadership team
• A clear path to grow into a lead front desk, practice coordinator, or operations role as the platform expands
• Generous PTO + 8 Paid Holidays — take the time you need to rest and recharge
• 401(k) with Employer Match — we invest in your future the same way you invest in ours
• FSA & HSA options to maximize your healthcare dollars
• Life Insurance, Short & Long-Term Disability, and Legal Plan provided at no cost
• The treatments you help deliver, available to you — complimentary aesthetic services including Botox, facials, and more, plus discounts on our full product and treatment menu*
• A lunchroom that actually earns its name — gourmet coffee, fresh snacks, and a fully stocked kitchen ready every day
• Frequent team lunches, catered and on us
• A calendar full of fun — themed employee events and celebrations throughout the year