Patient Experience Coordinator

About Wise Aesthetics

Wise Aesthetics is a premier medical aesthetics practice dedicated to delivering natural-looking results, elevated patient care, and an exceptional experience at every touchpoint. We combine clinical expertise with a luxury, personalized approach to help our patients look and feel their best in a warm, polished, and professional environment.

We are seeking a Patient Experience Coordinator who is passionate about hospitality, service excellence, and relationship-building. This role is ideal for someone who thrives in a fast-paced, high-touch environment and understands that the front desk is not just an administrative function, but a critical part of the brand experience, patient retention, and practice growth.

The Patient Experience Coordinator is a key member of the front office team and serves as a primary point of contact for patients throughout their journey with Wise Aesthetics. This individual helps create a seamless, welcoming, and elevated experience from the first inquiry through check-out, follow-up, rebooking, and long-term retention.

This role requires a unique combination of hospitality, professionalism, organization, and confidence in patient communication. The ideal candidate is warm, polished, proactive, detail-oriented, and motivated by creating meaningful patient relationships while supporting conversion, rebooking, and overall practice performance.

• Welcome patients in person, by phone, by text, and by email with warmth, professionalism, and responsiveness.
• Create a polished, hospitality-driven experience that reflects the Wise Aesthetics brand.
• Ensure each patient feels seen, cared for, comfortable, and confident throughout their visit.
• Maintain a calm, organized, and inviting front desk and reception experience.
• Support seamless check-in and check-out processes with a high level of attention to detail.

• Respond promptly and professionally to new patient inquiries, consultation requests, and treatment questions.
• Help guide prospective patients through the scheduling process and convert inquiries into booked appointments.
• Schedule consultations, treatments, and follow-up visits accurately and efficiently.
• Optimize provider schedules to support patient flow, reduce gaps, and improve daily efficiency.
• Clearly communicate appointment details, policies, and pre-appointment instructions.

• Proactively encourage rebooking at check-out and through follow-up communication.
• Reinforce continuity of care and future treatment planning based on provider recommendations.
• Conduct thoughtful post-treatment follow-up to assess satisfaction and support ongoing patient relationships.
• Help strengthen patient loyalty by delivering an experience that encourages repeat visits and referrals.
• Support retention goals by helping patients stay connected and engaged with the practice.

• Maintain accurate patient records, communication notes, and documentation in accordance with practice standards.
• Assist with front office administrative tasks, including scanning, filing, and communication tracking.
• Help maintain front office inventory, supplies, cleanliness, and brand presentation.
• Ensure patient-facing spaces remain organized, elevated, and aligned with Wise Aesthetics standards.
• Support events, promotions, and special initiatives as needed.

• Work closely with providers and team members to support a consistent, high-quality patient experience.
• Communicate clearly regarding patient needs, scheduling priorities, and service concerns.
• Contribute to a culture of accountability, excellence, teamwork, and continuous improvement.
• Approach challenges with professionalism, positivity, and a solutions-oriented mindset.

• You are naturally warm, polished, and service-oriented.
• You enjoy making people feel welcomed, comfortable, and valued.
• You are organized, dependable, and able to manage multiple priorities without losing attention to detail.
• You communicate professionally and confidently in person and across phone, text, and email.
• You understand how exceptional service, follow-up, and consistency contribute to conversion, retention, and practice growth.
• You take pride in presentation, professionalism, and delivering a high standard of execution.

• Previous experience in a front desk, concierge, patient…