Patient Experience & Operations Coordinator (Medical Aesthetics)

About the Practice

Our patients trust us not only for clinical expertise, but for discretion, integrity, and elevated

concierge-level service rooted in excellence and holistic wellbeing.

We operate a high-touch, high-performance aesthetics practice where patient experience and

operational precision directly impact revenue, retention, and brand reputation.

This is not “just” an appointment booking role.

This is a revenue-aware, emotionally intelligent operational role central to the success of the

clinic.

Role Overview

You are the first and final touchpoint for every patient — digitally.

You will operate at the intersection of:

● Patient communications

● Revenue-conscious scheduling

● EMR system management

● Follow-up & retention workflows

● Daily reporting & operational execution

This role requires maturity, emotional regulation, structured thinking, and strong system fluency.

Core Responsibilities

1. Patient Communications & Concierge Experience

● Respond to patients via phone, email, and text with professionalism and warmth

● Liaise between new patients and internal systems

● Confirm appointments and manage follow-ups

● Answer general (non-clinical) questions regarding treatments, downtime, and

expectations

● Maintain a personalized, conversational, emotionally intelligent tone

● Deliver a luxury concierge experience while maintaining boundaries and clarity

2. Revenue-Aware Scheduling & Retention Strategy

● Structure daily booking flow with revenue optimization in mind

● Understand cash flow impact of appointment types

● Track patient retention and follow-up opportunities

● Distinguish between new vs. returning patients and manage accordingly

● Support conversion conversations with subtle sales psychology (no hard selling)

The front desk directly impacts revenue — this role requires strategic awareness, not just

execution.

EMR & System Fluency

● Work across multiple EMR and internal platforms

● Quickly adapt to new systems and workflows

● Maintain accurate documentation and scheduling records

● Ensure compliance with HIPAA and internal booking/payment protocols

Reporting & Operational Accountability

● Provide structured Start-of-Day and End-of-Day reports

● Track key metrics related to scheduling, follow-ups, and activity

● Maintain organized daily workflows

● Identify operational bottlenecks and propose improvements

Administrative & Operational Support

● Coordinate scheduling across clinic hours (Mon–Sat, excluding Thurs & Sun)

● Maintain Google Workspace, Slack, Zoom communications

● Support internal logistics and documentation

● Serve as liaison between provider and patients

Schedule & Structure

● Part-Time to start (20 hours/week)

● Pacific Time Zone required

● Ideal hours: 9:00 AM start (PST)

● Potential to scale into two-shift coverage model if clinic expands

● Thursday & Sunday off

Must-Have Qualifications

● Minimum 3–4 years experience in:

○ Medical aesthetics

○ Dermatology

○ Plastic surgery

○ Wellness clinic

○ High-end medical or hospitality environments

● Experience working with EMR systems

● Strong written and verbal English communication skills

● High emotional intelligence and mature communication style

● Strong reporting discipline and structure

● System-oriented and detail-driven

● Revenue awareness and understanding of retention strategy

● Comfortable working in Pacific Time zone

Nice-to-Haves

● Experience in luxury concierge or high-end hospitality

● Understanding of sales psychology in medical aesthetics

● Experience supporting high-profile clientele

● Revenue or performance KPI reporting exposure

● Experience optimizing workflows

Technical Requirements

Proficiency in:

● Google Workspace (Gmail, Google Docs, Sheets)

● Excel

● Slack

● Zoom

● EMR systems (or demonstrated system adaptability)

Who You Are

● Poised, mature, and emotionally regulated

● Structured and systems-driven

● Revenue-conscious without being salesy

● Warm but professional

● Calm under pressure

● Highly accountable and reliable

● Career-oriented in this field (not temporary or transitional)

You understand that front desk excellence drives patient loyalty and clinic revenue.

Compensation

● Competitive hourly rate (based on experience)

● Performance-based incentives tied to KPIs

● Growth pathway toward Practice Manager (for the right candidate)

● Candidates must be comfortable committing to reliability and professional accountability

● Availability and consistency are critical

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$500 entry monthly raffle

NO TRACKER. NO PROBLEM