Patient Care Coordinator bei ADVANCED MEDAESTHETIC PARTNERS INC

Description

Patient Care Coordinator 

Reports To: Practice Manager 
Department: Front Office / Patient Services 
Employment Type: Full-Time 

 

Position Overview 

The Patient Care Coordinator (PCC) is a vital member of the medical spa team, responsible for delivering an exceptional patient experience from the first point of contact through follow-up. This role requires comprehensive knowledge of all services offered, extensive product knowledge of medical-grade skincare, strong sales skills, and the ability to handle patient communications across multiple channels. The PCC ensures smooth daily operations, accurate transaction processing, and active participation in events, training, and promotions. 

 

Key Responsibilities 

Patient Interaction & Communication 

• Greeting patients warmly, answer incoming calls promptly (within 3 rings), and respond to inquiries with professionalism and accuracy. 

• Follow up with patients promptly regarding appointment confirmations, post-treatment check-ins, and general questions. 

• Collaborate with medical providers to address filtered clinical questions appropriately. 

• Respond to patient inquiries via Facebook, EZ Connect, and email in a timely and professional manner. 

• Maintain HIPPA and OSHA standards at all times. 

• Effectively communicate any patient concerns to the Practice Manager and Medical Director. 

Service, Product, and Promotion Knowledge 

• Maintain complete knowledge of all medical spa services offered. 

• Demonstrate extensive product knowledge of all medical-grade skincare lines offered. 

• Maintain up-to-date knowledge of all special promotions, events, and membership offerings. 

Sales & Outreach 

• Proactively reach out to patients via the re-engagement list, expiring rewards lists (Alle, Aspire), patients that have payment plans that are due to expire and the cancellation list to encourage bookings. 

• Actively sell memberships, promotional packages, and retail products. 

Check-Out & Payment Processing 

• Accurately process check-outs, applying: 

• Rewards and loyalty points (Alle, Aspire, membership) 

• Gift cards and prepaid gift cards. 

• Membership discounts and package redemptions 

• Inform the Practice Director of any transaction discrepancies or system issues with Zenoti. 

Operational & Administrative Duties 

• Refill and restock retail shelves daily. 

• Notify the Practice Manager of any supply needs. 

• Participate actively in staff meetings, training, and events. 

Performance Metrics 

• Timeliness and accuracy of patient communications. 

• Patient satisfaction, retention, and rebooking rates. 

• Accuracy in transaction processing and application of rewards/discounts. 

• Success in re-engagement, expiring points, and cancellation list outreach. 

• Achievement of sales goals for memberships, packages, and retail products. 

Qualifications

Qualifications 

• Previous experience in a medical spa, luxury spa, or medical office setting preferred. 

• Strong knowledge of medical-grade skincare products and aesthetic services. 

• Excellent communication and interpersonal skills. 

• Detail-oriented with strong organizational and multitasking abilities. 

• Proficient in computer systems, scheduling software, and social media platforms. 

• Professional, polished, and patient-focused demeanor. 

 

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