Patient Care Coordinator

The Vitality & Aesthetics Insitute; Town of Texas (WI); On-site; USD 45,000 - 52,000; Full time

Job summary

The Vitality & Aesthetics Institute in Houston, TX is seeking a Patient Care Coordinator to own the front of our practice. This is a self-directed, sales-minded role responsible for patient scheduling, inventory management, and delivering a premium experience on phone and in person.

You will educate patients on treatments, memberships, and skincare products, drive enrollment, and manage daily front-office operations with autonomy under the practice owner’s guidance.

Qualifications

• 2+ years of experience in a medical aesthetics, med spa, dermatology, plastic surgery, or wellness practice.
• Demonstrated sales ability and comfort discussing treatments, memberships, and product recommendations.
• Strong working knowledge of aesthetic services and skincare products.
• Excellent phone presence and interpersonal communication.
• Highly organized, self-motivated, and able to work independently without close supervision.

Responsibilities

• Manage the appointment calendar across providers and devices to maximize utilization and minimize gaps.
• Coordinate consultations and follow-up visits to support patient outcomes and retention.
• Answer all incoming calls promptly and professionally; convert inquiries into booked appointments.
• Greet and check in patients, creating a warm, premium first impression.
• Manage email and text communication, intake paperwork, and patient records in our systems.
• Educate patients on our treatments, membership/subscription plans, and retail products.
• Drive membership enrollment and retention — our subscribers are the heart of the practice.
• Track product and clinical supply levels; maintain par levels and reorder on time.
• Receive, verify, and organize incoming inventory; prevent stockouts and overstock.
• Reconcile inventory and flag discrepancies.
• Keep the front-of-house environment clean, organized, and on-brand.
• Follow established back-office processes and identify improvements.
• Handle daily opening/closing and point-of-sale transactions accurately.

Skills

Sales ability

Phone presence

Organizational skills

Experience in medical aesthetics

Scheduling/POS software knowledge

Tools

Prospyr

Job description

Job Description

Patient Care Coordinator — The Vitality & Aesthetics Institute (TVAAI)

Houston, TX · Full-Time · Front Office / Patient Experience

Role Summary

The Vitality & Aesthetics Institute is hiring a Patient Care Coordinator to own the front of our practice. This is not a traditional reception role — it is a self-directed position for a polished, sales-minded professional who can run patient scheduling, manage inventory, deliver an exceptional phone and in-person experience, and confidently sell our treatments, memberships, and product line.

You will be the first voice patients hear and the face they see when they arrive. You will operate with autonomy, reporting directly to the practice owner, and you will be measured by clear performance metrics rather than day-to-day supervision. If you take pride in running a tight, welcoming, high-performing front office and you know the aesthetics world, this role is built for you.

What You'll Own

Patient Scheduling & Calendar Management

• Manage the appointment calendar across providers and devices to maximize utilization and minimize gaps
• Confirm appointments, reduce no-shows, and keep the daily schedule running on time
• Coordinate consultations and follow-up visits to support patient outcomes and retention

Front Desk & Phones

• Answer all incoming calls promptly and professionally; convert inquiries into booked appointments
• Greet and check in patients, creating a warm, premium first impression
• Manage email and text communication, intake paperwork, and patient records in our systems

Sales, Memberships & Product Line

• Educate patients on our treatments, membership/subscription plans, and retail products
• Drive membership enrollment and retention — our subscribers are the heart of the practice
• Recommend and sell retail skincare and product offerings that fit each patient's plan
• Re-engage lapsed patients and support promotional offers

Inventory Management

• Track product and clinical supply levels; maintain par levels and reorder on time
• Receive, verify, and organize incoming inventory; prevent stockouts and overstock
• Reconcile inventory and flag discrepancies

Practice Operations

• Keep the front-of-house environment clean, organized, and on-brand
• Follow established back-office processes and identify improvements
• Handle daily opening/closing and point-of-sale transactions accurately

Who You Are

Required

• 2+ years of experience in a medical aesthetics, med spa, dermatology, plastic surgery, or wellness practice
• Demonstrated sales ability and comfort discussing treatments, memberships, and product recommendations
• Strong working knowledge of aesthetic services and skincare products
• Excellent phone presence and interpersonal communication
• Highly organized, self-motivated, and able to work independently without close supervision
• Proficiency with scheduling/POS and practice-management software (we use Prospyr); quick to learn new tools

Preferred

• Existing relationships or familiarity with our product and device categories
• Experience managing inventory and vendor ordering
• Texas esthetician license a plus (not required for this role as described)
• Track record hitting sales or membership-conversion goals

What Success Looks Like (First 90 Days & Beyond)

Because this role runs autonomously, performance is measured against clear targets, including:

• Phone answer rate and inquiry-to-booking conversion
• Appointment show rate and schedule utilization
• Membership enrollment and month-over-month retention
• Retail/product attachment rate per patient visit
• Inventory accuracy and zero avoidable stockouts

Compensation & Benefits

• Base salary: $45,000–$52,000 per year, commensurate with experience
• On-target earnings: $58,000–$70,000+ with incentives — uncapped for strong performers
• Performance incentives: Retail product commission, per-enrollment membership bonuses, quarterly retention bonuses, and a monthly practice-performance bonus
• Employee perks: Com