Receptionist - Front Desk Patient Coordinator

Desired Aesthetics; Oak Brook (IL); On-site; USD 24,796 - 31,684; Part time

Job summary

Desired Aesthetics in Oak Brook, IL is seeking an Aesthetic Patient Coordinator to join our team. This position focuses on enhancing patient experience by providing high-quality customer service, managing schedules, and ensuring smooth clinic operations. Ideal candidates will have strong interpersonal skills, a professional demeanor, and proficiency in relevant software like Aesthetic Record. The role requires working 12-20 hours per week with competitive hourly compensation between $18 and $23.

Qualifications

• Ability to confidently explain treatments and payment policies.
• Minimize client stress and explain treatment expectations.
• Manage client flow and communicate effectively.

Responsibilities

• Greet guests and schedule appointments efficiently.
• Manage logistics and promote services of the medspa.
• Educate clients on treatment options and skincare products.

Skills

Phone Experience

Emotional Intelligence

Interpersonal Savvy

Technical Skills

Mannerly and hospitable

Tools

Aesthetic Record

Microsoft Office

Job description

Overview

Join Our Team as an Aesthetic Patient Coordinator at Desired Aesthetics. You will be the welcoming face of our medspa, focused on hospitality, patient experience, and practice operations, with a front desk leadership or operations-focused career path.

Responsibilities

• Guest interaction and appointment scheduling: warmly greet guests, handle daily phone calls and messages, and efficiently schedule appointments to maintain a full and seamless schedule.
• Logistics coordination: manage the medspa\'s logistics, organize training sessions, and promote our services.
• Client care education: assess client needs, confirm appointments, send recall reminders, and provide information about our treatments and services.
• Provide consistent, high-quality customer service in person, by phone, and via text/email inquiries.
• Educate clients on practice services, products, and treatment options.
• Maintain a positive attitude in a fast-paced environment and oversee the daily schedule to ensure a seamless client experience.
• Monitor and respond to office voicemail, email inquiries, and text messages throughout the day.
• Check clients in/out accurately and schedule follow-up visits.
• Use Aesthetic Record software for intelligent booking and charting; provide quotes for services and manage pre-treatment communications.
• Ensure the cleanliness and appearance of the spa, including lobby, front desk, and break room.
• Provide after-care instructions and follow-up calls; collect RX photos prior to treatments or consultations with the provider; take before/after photos and videos as required.
• Promote and educate applicable skincare products, services, and treatments during client interactions, both on the phone and in the clinic.
• Maintain professional appearance and demeanor in accordance with brand standards; adhere to HIPAA and OSHA standards.

Qualifications

• Phone Experience: Ability to confidently explain treatments and practice payment policies, including obtaining a deposit at the time of a new consult booking. The ability to book an inbound lead is required.
• Emotional Intelligence: Ability to minimize client stress/anxiety related to procedures, confidently explaining treatment expectations, benefits, and costs; familiarity with every treatment, product, and service offered at the practice.
• Interpersonal Savvy: Ability to manage client flow, solve problems, stay organized, and communicate effectively with providers, clients, and staff in a respectful, professional manner.
• Technical Skills: Comfortable using technology; experience with software systems used by the practice (training provided). Proficiency with Aesthetic Record and Microsoft Office is desirable.
• Mannerly and hospitable: Demonstrates a consistently high standard of appearance and professionalism; able to work 12-20 hours per week with varying clinic schedules.

Details

• Location: On-site at the medspa
• Hours: 12-20 hours per week; typical business hours Monday through Saturday; schedule depends on clinic needs
• Compensation: $18 - $23 hourly

Note: This description reflects the responsibilities and qualifications for the Aesthetic Patient Coordinator role and is intended for qualification and performance purposes. All content complies with applicable standards and policies.