Patient Care Coordinator- Medspa

Job Title: Patient Care Coordinator – Medical Spa
Location: Chappaqua, NY
Status: Full-time / Part-time
Experience: Aesthetic experience preferred but not required

Overview

We are a fast-paced, high-end Medical Spa seeking a professional, warm, and detail-oriented Patient Care Coordinator. This role is essential in ensuring a seamless patient experience—from greeting and scheduling to room prep, phone triage, and supporting our clinical team. Training is provided.

ResponsibilitiesPatient Experience & Front Desk Operations

• Greet patients with a warm, professional, and welcoming attitude
• Answer, screen, and return all phone calls, voicemails, and emails
• Check patients in, room them, obtain photos & consents and notify providers upon patient arrival
• Educate patients on available services, pricing, and policies
• Manage appointment scheduling, conflicts, and cancellations
• Collect payments, and schedule follow-ups
• Maintain a clean, organized lobby and reception area

Clinical Support (Non-Clinical Tasks)

• Prepare treatment rooms for opening and closing
• Restock supplies (syringes, gauze, pads, etc.)
• Set up and sanitize lasers, HydraFacial machines, and other aesthetic devices
• Document patient questions/ calls in the EMR as health notes before notifying providers
• Relay urgent clinical concerns to the appropriate provider
• Enter demographic information and ensure forms/consents are completed

Weight Loss Program Coordination

• Schedule consults (virtual & in-person) and verify eligibility
• Review intake forms and confirm lab completion
• Guide patients on lab scripts, fees, and required documents
• Assist with medication tracking emails
• Support follow-up scheduling and patient check-ins

Insurance & Administrative Tasks

• Submit insurance prior-authorizations via Cover My Meds
• Document PA submission, approvals, and denials
• Assist with appeals when needed

Inventory & Maintenance

• Perform weekly inventory using the EMR system
• Assist with supply ordering
• Perform weekly HydraFacial manifold cleaning
• Ensure all equipment is cleaned, maintained, and put away at end of day

End-of-Shift Duties

• Reset all rooms, sanitize equipment
• Bring signage indoors, lock office, and close down all systems

Qualifications

• Prior experience in a medical spa, aesthetics clinic, dermatology office, or hospitality is a plus
• Excellent customer service and communication skills
• Ability to multitask in a busy, fast-paced environment
• Comfortable using scheduling and EMR software
• Organized, proactive, reliable, and professional
• Ability to work independently and as part of a collaborative team
• Strong attention to detail and ability to follow clinical protocols

Schedule:

• Mon, Wed, Fri: 9:00 AM – 5:00 PM
• Tue & Thu: 11:00 AM – 7:00 PM
• Sat: 10:00 AM – 2:00 PM
• One to two Saturdays per month required (rotating schedule).
• Mostly set weekly schedule, with occasional adjustments based on Saturday rotation and patient flow.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: 30 – 38 per week

Benefits:

• Employee discount
• Paid sick time
• Paid time off
• Paid training

Work Location: In person