Patient Experience & Practice Growth Coordinatorn nurse

Nathan Newman, MD; Beverly Hills (CA); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

401(k)

Health insurance

Parking

Complimentary or discounted treatments

Job summary

STEM Regenerative Center in Beverly Hills seeks a polished, highly organized Patient Experience & Practice Growth Coordinator to lead the patient journey from inquiry to ongoing relationship.

This role blends luxury hospitality with medical administration, requireability to build relationships and convert interest into action while maintaining HIPAA-compliant practices and premium service standards.

Qualifications

• 2–5+ years in medical aesthetics, plastic surgery, luxury wellness, med spa, or concierge medicine.
• Experience in consultative sales, lead conversion, business development, or luxury service is strongly preferred.
• Ability to build relationships quickly and communicate premium services confidently without high-pressure tactics.
• Strong scheduling, calendar-management, organizational, and multitasking abilities.
• Familiarity with HIPAA and patient confidentiality practices preferred; willingness to complete training.

Responsibilities

• Deliver concierge-level patient experience from initial inquiry through ongoing follow-up.
• Serve as first point of contact; manage reception and patient-facing spaces with luxury standards.
• Answer calls, emails, texts, inquiries; provide non-clinical information and direct clinical questions to providers.
• Maintain patient privacy and build long-term relationships; support patient conversion and retention.
• Coordinate provider calendars, consultations, treatments, follow-ups, and complex multi-visit schedules.
• Manage demographics, forms, records, referrals, and communications in the practice management system.
• Assist with payments, invoices, financing options, and promotions; coordinate with clinical team to optimize workflow.
• Track and report metrics on inquiry sources, response times, consultations, conversion, and rebooking.

Skills

Interpersonal skills

Communication skills

Scheduling

Organizational skills

Multitasking

CRM/EMR familiarity

Education

2–5+ years in relevant environment

Tools

EMR/CRM systems

Microsoft Office

Google Workspace

Job description

STEM Regenerative Center | Beverly Hills, CA

Luxury Regenerative Medicine Aesthetics Longevity Wellness

STEM Regenerative Center, a new luxury regenerative medicine, longevity, and aesthetic destination in Beverly Hills, is seeking a polished, highly organized, and growth-minded Patient Experience & Practice Growth Coordinator to become a key member of our team.

This is much more than a traditional front-desk position.

The ideal candidate will serve as the welcoming face and operational hub of the Center while helping manage the complete patient journey—from the first inquiry and consultation scheduling through the in-office experience, follow-up, rebooking, and long-term relationship.

We are looking for someone who combines the polish and discretion of luxury hospitality with the precision of medical administration and a natural ability to build relationships and convert interest into action.

Experience in consultative sales, patient conversion, business development, luxury hospitality, medical aesthetics, concierge medicine, or premium wellness services is highly valued.

The successful candidate will be warm, sophisticated, proactive, highly organized, sales-aware, and comfortable discussing premium regenerative, longevity, wellness, and aesthetic offerings in a professional, ethical, and patient-centered manner.

Key Responsibilities

Patient Experience & Concierge Service

• Deliver an exceptional, highly personalized, concierge-level experience for patients, guests, and prospective patients from their first interaction through ongoing follow-up.
• Serve as a warm, polished, and professional first point of contact for the Center.
• Greeting and check-in patients and ensure the reception area and patient-facing spaces consistently reflect the standards of a luxury Beverly Hills practice.
• Answer and manage incoming phone calls, emails, texts, website inquiries, and social media inquiries promptly and professionally.
• Provide clear, non-clinical information about the Center's regenerative, aesthetic, longevity, and wellness services while appropriately directing clinical questions to licensed providers.
• Anticipate patient needs and resolve questions or service concerns with discretion, empathy, and professionalism.
• Maintain the highest standards of patient privacy, confidentiality, and discretion.
• Develop long-term relationships with patients and help ensure that every interaction reflects the elevated experience of STEM Regenerative Center.

Scheduling & Practice Operations

• Manage provider calendars, consultations, treatments, follow-up appointments, cancellations, waitlists, and appointment reminders.
• Coordinate complex scheduling involving multi-visit treatment plans, pre-treatment requirements, procedures, and post-treatment follow-up.
• Maintain accurate patient demographics, intake forms, consents, records, referrals, and communications within the practice-management/EMR system.
• Collect payments, process invoices, and reconcile daily transactions.
• Assist patients with approved financing options, treatment packages, memberships, promotions, and payment arrangements.
• Coordinate closely with clinical providers to optimize schedules, room utilization, patient readiness, and overall workflow.
• Maintain accurate documentation of patient communications, leads, appointments, follow-ups, and outcomes.
• Assist with inventory tracking, office supplies, vendor coordination, and special administrative projects.
• Help develop and maintain systems and procedures as the new Center grows.

The successful candidate should be comfortable developing relationships with prospective patients, understanding their interests, communicating the value of the Center's services, and helping qualified patients confidently take the next step.

Responsibilities

• Respond promptly and professionally to new patient leads and inquiries with the goal of converting qualified prospects into consultations.
• Conduct thoughtful and persistent follow-up with prospective patients by phone, text, and email.
• Build rapport, identify patient interests and need, and communicate relevant services and treatment pathways using approved practice messaging.
• Discuss treatment packages, memberships, promotions, financing options, and complementary services when appropriate.
• Professionally address questions or hesitation while maintaining a consultative, relationship-driven approach rather than high-pressure sales.
• Follow up on consultations that have not yet converted to treatment.
• Support patient retention through rebooking, recall campaigns, thoughtful follow-up, and ongoing relationship management.
• Identify opportunities to introduce existing patients to other relevant services offered by the Center, within appropriate non-clinical boundaries.
• Support referral initiatives and patient review programs.
• Help execute patient events, educational seminars, open houses, VIP experiences, and community outreach.
• Assist with lead tracking and coordination of marketing campaigns.
• Support the collection and organization of approved patient testimonials and before-and-after content in accordance with practice policies and privacy requirements.
• Track and report key performance indicators including inquiry sources, response times, consultations booked, conversion rates, rebooking, retention, and other practice-growth metrics.

Qualifications

• 2–5+ years of experience in one or more of the following environments:
• Medical aesthetics
• Plastic surgery
• Luxury wellness
• Med spa
• High-end hospitality
• Luxury retail
• Experience within medical aesthetics, dermatology, plastic surgery, wellness, concierge medicine, or regenerative medicine practice is strongly preferred.
• Demonstrated experience in consultative sales, lead conversion, business development, patient retention, membership sales, or luxury service is strongly preferred.
• Ability to build relationships quickly and communicate premium services confidently without creating a high-pressure experience.
• Exceptional interpersonal and communication skills.
• Strong scheduling, calendar-management, organizational, and multitasking abilities.
• Comfortable working with EMR, CRM, scheduling, payment-processing, Microsoft Office, and Google Workspace systems.
• Experience tracking leads, conversion activity, and customer/patient follow-up is highly desirable.
• Knowledge of HIPAA and patient confidentiality practices is preferred; willingness to complete all required training is essential.
• Impeccable presentation, professionalism, reliability, discretion, and attention to detail.
• Ability to remain calm, warm, and accurate in a fast-paced premium-service environment.
• Strong sense of ownership and the ability to recognize what needs to be done without always waiting to be asked.

The Person We're Looking For

You understand that in a luxury medical environment, every interaction matters.

A phone call isn't simply a phone call—it may be a prospective patient's first impression of the Center. A consultation inquiry is an opportunity to build trust. A follow-up can turn uncertainty into confidence. And an exceptional experience can create a patient relationship that lasts for years.

You combine the warmth and polish of luxury hospitality with the organization and attention to detail required in a medical environment.

You are naturally comfortable speaking with people, building rapport, following up, and helping someone move from interest to action.

You are service driven but also commercially aware. You understand that exceptional patient care, strong relationships, thoughtful follow-up, and practice growth can—and should—work together.

Most importantly, you want to become part of a growing organization rather than simply work at a front desk.

• Competitive hourly or salaried compensation, commensurate with experience.
• Performance-based incentive opportunity tied to approved practice-growth, patient-experience, lead-conversion, retention, and rebooking metrics.
• Opportunities for professional growth as STEM Regenerative Center expands.
• Exposure to emerging developments in regenerative medicine, longevity, aesthetics, wellness, and advanced patient care.

Employee benefits include:

• 401(k)
• Health insurance
• Parking
• Complimentary or discounted treatments and products

Location: Beverly Hills, California

STEM Regenerative Center is an equal opportunity employer. Responsibilities and compensation structures are subject to applicable laws, regulations, and practice policies.