Patient Coordinator (Aesthetic Medicine / Medical Spa)

At Rejuvenation Clinic, we believe aesthetics is deeply personal, confidence-building, and rooted in artistry. For years, our clinic has served the Northern Virginia community with exceptional patient care, earning 700+ five-star reviews and building relationships with thousands of loyal patients.

We are entering an exciting new chapter and are seeking an experienced, highly motivated Patient Coordinator to help lead the relaunch of our practice and support continued growth.

This is not a typical front desk role. We are looking for someone who thrives in a high-touch, patient-focused environment and understands that exceptional patient experiences, strong follow-up, and consultative sales directly impact outcomes and business success.

If you are organized, personable, sales-minded, and passionate about aesthetics, we’d love to meet you.

Position Overview

The Patient Coordinator will serve as the face of the clinic and play a critical role in patient experience, lead conversion, retention, scheduling, and revenue growth.

This individual will manage front desk operations while also acting as a key driver of patient communication, consultation coordination, treatment plan follow-up, and relationship building.

The ideal candidate has prior experience in medical aesthetics, cosmetic dentistry, plastic surgery, dermatology, luxury wellness, or a high-touch medical environment.

Key Responsibilities

Patient Experience & Front Desk Operations

• Deliver an exceptional, luxury-level patient experience from first contact through follow-up
• Welcome and check in patients while maintaining a warm, polished, professional environment
• Manage scheduling, confirmations, rescheduling, and appointment optimization
• Coordinate provider schedules to maximize efficiency and patient flow
• Maintain front office organization and daily clinic readiness

Lead Management & Sales Support

• Promptly respond to new leads via phone, text, and email
• Convert inquiries into consultations and booked appointments
• Conduct proactive patient follow-up and nurture patients through the decision-making process
• Support consultation flow and treatment plan acceptance
• Educate patients on services, memberships, packages, and financing options
• Identify opportunities to increase patient lifetime value through retention and rebooking

Patient Retention & Relationship Management

• Build meaningful long-term relationships with patients
• Execute follow-up campaigns for inactive patients and missed opportunities
• Support patient retention initiatives and reactivation campaigns
• Ensure patients feel supported, informed, and cared for throughout their aesthetic journey

Administrative & Systems Management

• Maintain accurate patient records and documentation
• Support CRM management, patient communication systems, and database organization
• Assist with inventory awareness and daily clinic operational needs
• Collaborate with providers and leadership to improve systems, workflows, and patient outcomes

About Rejuvenation Clinic

Rejuvenation Clinic has been a trusted aesthetic destination in Northern Virginia, serving thousands of patients with a reputation for excellence and personalized care. As we enter an exciting relaunch phase, this is a unique opportunity to join a respected, established brand and help shape the future of the practice.

If you’re looking for more than “just a front desk job” and want to be part of rebuilding something special, we’d love to hear from you.

Apply today and tell us why you’d be a great fit for our team.

Qualifications

Required:

• 2+ years of experience in a patient-facing role
• Strong customer service and relationship-building skills
• Comfortable with sales, consultative conversations, and overcoming objections
• Highly organized with excellent follow-through
• Strong written and verbal communication skills
• Tech-savvy and comfortable learning new systems

Preferred:

• Experience in a med spa, plastic surgery, dermatology, cosmetic dentistry, wellness, or aesthetic practice
• Experience with CRM systems, EMRs, or patient communication software
• Knowledge of aesthetic treatments including injectables, lasers, skin rejuvenation, and wellness services
• Experience with consultation conversion and treatment plan sales

Who You Are

You are:

• Warm, polished, and highly professional
• Naturally relationship-oriented
• Comfortable discussing aesthetics and cosmetic treatments
• Motivated by helping patients feel confident
• Sales-minded without being pushy
• Detail-oriented and proactive
• Excited to help grow and relaunch a highly respected clinic

Compensation

• $30/hour
• Part-time position
• Opportunity for growth as the clinic expands
• Performance-based incentives may be available for the right candidate