Patient Care Coordinator

The primary role of the Patient Care Coordinator is to manage the scheduling of client appointments, greet clients when they arrive, and have knowledge of the services performed. The ideal candidate will have superb patient care disposition, excellent communication skills, and is well-spoken and articulate.  He/she must have flexibility in scheduling, strong analytical decision-making skills, is extremely outgoing and friendly, able to multitask, and be a team player. This candidate must be comfortable with basic computer/software knowledge, have high integrity and is a quick learner with the desire to grow.

Work Schedule:

This is a full-time position. The role is onsite with standard working hours, Tuesday to Saturday from 9am-6pm. We believe in maintaining a healthy work-life balance while ensuring business needs are met.

Responsibilities:

·    Serve as the primary point of contact for patients, providing courteous, timely, and professional communication from initial inquiry through post-treatment follow-up;

· Coordinate patient scheduling, consultations, and appointments in collaboration with medical providers to ensure efficient clinical operations;

· Collect and verify patient demographic, medical history, and consent information in compliance with HIPAA and other applicable privacy laws;

· Prepare and organize patient charts and records in the electronic medical record (EMR) system prior to clinical encounters.

· Provide patients with information regarding available aesthetic services, procedures, pre- and post-treatment care instructions, and expected outcomes, as directed by licensed providers;

· Support patients in understanding treatment plans and assist in addressing non-clinical questions or concerns;

· Ensure patients are informed of fees, payment options, and applicable policies in a clear and professional manner.

· Coordinate communication between patients, clinical staff, and management to support seamless care delivery;

· Maintain and update patient records accurately and confidentially in accordance with clinic policies and regulatory requirements;

· Assist in managing provider schedules, treatment room readiness, and inventory of supplies to support operational efficiency;

· Process patient payments, invoices, and financial transactions in accordance with practice policy and applicable law.

· Adhere to all practice policies, procedures, and professional standards, including infection control, patient confidentiality, and workplace safety protocols;

· Assist with maintaining compliance documentation and audit readiness, including patient consent forms and recordkeeping;

· Promptly report any adverse events, patient complaints, or operational concerns to the appropriate supervisor or compliance officer.

· Maintain a professional appearance and demeanor consistent with the image and standards of the practice;

· Participate in staff meetings, training sessions, and continuing education opportunities as required;

· Represent the practice with integrity and discretion in all patient and community interactions.

· Assist other providers with their patients and the practice's needs as directed;

· Assist and support CPP's and the practice's support team as directed; and

· Demonstrate brand loyalty and promotion of the business as an individual and as a team member

Qualifications:

·       Knowledge of the medical terminology, cosmetic procedures, and skincare products.

·       Proficiency in English / Mandarin

·       2 Years experience in a medical office or medical spa setting.

·       Experience answering phones in a medical office environment.

·       Excellent communication, organizational, and management skills.

·       Must have proficient computer and typing skills.

Compensation:

The salary for this position ranges from $20-$25/hour, depending on experience, with additional performance-based incentives and benefits.

Benefits:

·       Competitive Compensation Package – Offering a salary that recognizes your skills and experience.

·       Health & Dental Benefits – Comprehensive coverage to prioritize your well-being.

·       401(k) Matching – Plan for the future with our generous 401(k) matching program.

·       Aesthetic Industry Perks – Enjoy free and discounted services and products.

·       Great Culture & People-First Organization – Join a fun, drama-free environment that rewards collaboration and values those who help foster a positive workplace.