Patient Experience Coordinator

Integratedcooling; Carmel (IN); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

401(k)

Health insurance

Dental insurance

Vision insurance

Employee discounts

Growth opportunities

Job summary

Wise Aesthetics is seeking a Patient Experience Coordinator to elevate the front desk experience and support patient conversion, rebooking, and retention. You will manage inquiries, schedule visits, and maintain polished patient interactions across in-person, phone, text, and email channels.

The role emphasizes hospitality, organization, and professional communication within a high-touch aesthetics practice, with a focus on delivering exceptional patient care and brand experience.

Qualifications

• Experience in front desk, concierge, patient coordination, customer service, hospitality, or sales support.
• Experience in aesthetics, medical spa, cosmetic, wellness, healthcare, or luxury hospitality environments preferred.
• Strong communication and interpersonal skills.
• Excellent organizational skills and attention to detail.

Responsibilities

• Welcome patients in person, by phone, text, and email with warmth and professionalism.
• Schedule consultations, treatments, and follow-up visits accurately.
• Support check-in and check-out with high attention to detail.
• Help convert inquiries into booked appointments and optimize provider schedules.
• Maintain accurate patient records and documentation.

Skills

Hospitality

Front desk

Customer service

Scheduling software

CRM/EMR

Tools

Scheduling systems

EMR/CRM software

Job description

About Wise Aesthetics

Wise Aesthetics is a premier medical aesthetics practice dedicated to delivering natural-looking results, elevated patient care, and an exceptional experience at every touchpoint. We combine clinical expertise with a luxury, personalized approach to help our patients look and feel their best in a warm, polished, and professional environment.

We are seeking a Patient Experience Coordinator who is passionate about hospitality, service excellence, and relationship-building. This role is ideal for someone who thrives in a fast-paced, high-touch environment and understands that the front desk is not just an administrative function, but a critical part of the brand experience, patient retention, and practice growth.

Position Summary

The Patient Experience Coordinator is a key member of the front office team and serves as a primary point of contact for patients throughout their journey with Wise Aesthetics. This individual helps create a seamless, welcoming, and elevated experience from the first inquiry through check-out, follow-up, rebooking, and long-term retention.

This role requires a unique combination of hospitality, professionalism, organization, and confidence in patient communication. The ideal candidate is warm, polished, proactive, detail-oriented, and motivated by creating meaningful patient relationships while supporting conversion, rebooking, and overall practice performance.

What You’ll Do

Deliver an Elevated Patient Experience

• Welcome patients in person, by phone, by text, and by email with warmth, professionalism, and responsiveness.
• Create a polished, hospitality-driven experience that reflects the Wise Aesthetics brand.
• Ensure each patient feels seen, cared for, comfortable, and confident throughout their visit.
• Maintain a calm, organized, and inviting front desk and reception experience.
• Support seamless check-in and check-out processes with a high level of attention to detail.

Support Inquiry Conversion and Scheduling

• Respond promptly and professionally to new patient inquiries, consultation requests, and treatment questions.
• Help guide prospective patients through the scheduling process and convert inquiries into booked appointments.
• Schedule consultations, treatments, and follow-up visits accurately and efficiently.
• Optimize provider schedules to support patient flow, reduce gaps, and improve daily efficiency.
• Clearly communicate appointment details, policies, and pre-appointment instructions.

Drive Rebooking and Patient Retention

• Proactively encourage rebooking at check-out and through follow-up communication.
• Reinforce continuity of care and future treatment planning based on provider recommendations.
• Conduct thoughtful post-treatment follow-up to assess satisfaction and support ongoing patient relationships.
• Help strengthen patient loyalty by delivering an experience that encourages repeat visits and referrals.
• Support retention goals by helping patients stay connected and engaged with the practice.

Support Front Office Operations

• Maintain accurate patient records, communication notes, and documentation in accordance with practice standards.
• Assist with front office administrative tasks, including scanning, filing, and communication tracking.
• Help maintain front office inventory, supplies, cleanliness, and brand presentation.
• Ensure patient-facing spaces remain organized, elevated, and aligned with Wise Aesthetics standards.
• Support events, promotions, and special initiatives as needed.

Collaborate as a High-Performing Team Member

• Work closely with providers and team members to support a consistent, high-quality patient experience.
• Communicate clearly regarding patient needs, scheduling priorities, and service concerns.
• Contribute to a culture of accountability, excellence, teamwork, and continuous improvement.
• Approach challenges with professionalism, positivity, and a solutions-oriented mindset.

Who You Are

• You are naturally warm, polished, and service-oriented.
• You enjoy making people feel welcomed, comfortable, and valued.
• You are organized, dependable, and able to manage multiple priorities without losing attention to detail.
• You communicate professionally and confidently in person and across phone, text, and email.
• You understand how exceptional service, follow-up, and consistency contribute to conversion, retention, and practice growth.
• You take pride in presentation, professionalism, and delivering a high standard of execution.

Qualifications

• Previous experience in a front desk, concierge, patient coordination, customer service, hospitality, or sales support role.
• Experience in aesthetics, medical spa, cosmetic, wellness, healthcare, or luxury hospitality environments strongly preferred.
• Strong communication and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Comfortable learning and using scheduling systems, EMRs, CRMs, and other office software.
• Ability to maintain confidentiality and exercise discretion in patient interactions.
• Ability to thrive in a fast-paced, team-oriented environment.

Preferred Qualities

• Passion for aesthetics, beauty, wellness, and patient care.
• Strong hospitality instincts and emotional intelligence.
• Confidence in guiding conversations that support booking, rebooking, and patient loyalty.
• A proactive mindset and a willingness to take initiative.
• High personal standards and a strong sense of ownership.

Compensation and Benefits

• Competitive compensation based on experience
• 401(k), health, dental and vision benefits
• Employee discounts on products and services
• Opportunities for growth and development within the practice
• Supportive, team-oriented culture
• The opportunity to be part of a premium, patient-centered aesthetics brand