Patient Care Coordinator - Front Desk

Med Spa Flower Mound; Flower Mound (TX); On-site; USD 25,000 - 33,000; Part time

Job summary

The Med Spa of Flower Mound is seeking a Patient Care Coordinator to serve as the first face patients see and to ensure a welcoming, caring experience. This role supports scheduling, communication, and checkout, helping patients book the care their providers recommend.

You will work with the Practice Manager and providers to streamline front-desk operations, answer inquiries, and promote skincare packages while safeguarding patient confidentiality and delivering top-notch service.

Qualifications

• Requires at least 1 year of customer service/front desk/administrative experience.
• Proficient computer skills, professional phone manner, and accurate data entry.
• Ability to manage multiple priorities and remain discreet.

Responsibilities

• Greet patients and visitors, keeping the front area welcoming and organized.
• Check patients in and out accurately.
• Answer calls, texts, and emails promptly and professionally.
• Schedule and confirm appointments, share prep instructions, and manage waitlists.
• Assist with inventory and maintain clean reception areas.
• Explain pricing, memberships, and promotions to patients.
• Process payments and apply discounts and memberships.

Skills

Customer service

Front desk

Data entry

Communication

Multi-tasking

Education

High school diploma or GED

Tools

Aesthetic Record

LeadAR

EMR/CRM systems

Job description

Location: Flower Mound, TX
Job type: Part-time
Pay: $18 - $24 per hour, based on experience
Schedule: Monday and Thursday, 9:45 AM - 5:30 PM; Friday, 8:45 AM - 3:30 PM

About the Role

The Med Spa of Flower Mound is hiring a Patient Care Coordinator to be the first face patients see and the person who makes them feel welcomed and well cared for. You’ll work closely with the Practice Manager and providers to keep scheduling, communication, and checkout running smoothly, and to help patients book the care their providers recommend.

Responsibilities

• Greet patients and visitors and keep the front area welcoming and organized
• Check patients in and out accurately and efficiently
• Answer calls, texts, and emails promptly and professionally
• Schedule and confirm appointments, and share provider-approved preparation instructions
• Manage waitlists and help fill open appointment times
• Encourage patients to rebook as their providers recommend
• Follow up with prospective patients and patients due for return visits
• Document communication and next steps in Aesthetic Record and LeadAR
• Explain pricing, memberships, packages, promotions, rewards, financing, and practice policies
• Support retail sales by reinforcing provider-recommended skincare plans
• Process payments, apply approved discounts and memberships, and complete closing procedures
• Confirm contact information, forms, and consents before treatment
• Protect patient confidentiality and privacy
• Direct clinical questions and concerns to the appropriate provider
• Keep reception, checkout, and retail areas clean and stocked
• Assist with inventory counts, opening and closing checklists, team meetings, and training

Qualifications

• High school diploma or GED
• At least 1 year of customer service, front desk, administrative, or patient coordination experience
• Strong computer skills, professional phone manner, and accurate data entry
• Ability to manage multiple priorities
• Dependable, organized, and discreet, with a service-minded approach

Preferred

• Experience in a med spa, dermatology, plastic surgery, dental, or hospitality setting
• Experience with scheduling, payments, retail sales, or membership programs
• Familiarity with Aesthetic Record, LeadAR, EMR, or CRM systems

No clinical license is required.

Physical Requirements

Frequent sitting, standing, walking, and computer work. Occasional bending, reaching, and squatting, and occasional lifting of up to 25 pounds to restock supplies. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.