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