Patient Experience Coordinator and Medical Assistant

Description

At Sea Mist Med Spa, we are passionate about creating a one-of-a-kind, elevated experience that empowers our clients to feel confident and cared for. We pride ourselves on educating each client and designing customized treatment plans tailored to their unique goals. Our expertise spans a full range of aesthetic and medical spa services, including injectables, facials, laser treatments, and body contouring.

With two thriving locations in Wakefield and Newport, RI, we are seeking a dedicated Patient Experience Coordinator/Medical Assistant to support both locations. This role is essential in delivering the seamless, welcoming experience our clients have come to expect.

The Patient Experience Coordinator is the first point of contact for our patients and plays a vital role in shaping their overall experience with our practice. This position is responsible for creating a warm, welcoming, and professional environment while ensuring every interaction is handled with care, compassion, and efficiency. The Patient Experience Coordinator manages appointment scheduling, check-in and check-out processes, and patient communications, while maintaining accurate records and upholding strict confidentiality standards.

In addition, this role supports the clinical team by coordinating patient needs, ensuring comfort and safety, and contributing to a seamless flow of operations. The ideal candidate will have exceptional interpersonal skills, attention to detail, and a genuine passion for delivering an outstanding patient experience from the first phone call to the follow-up visit.

• Comprehensive Paid Training
• Health Benefits
• Dental Insurance
• Vision Coverage
• 401(k) plan
• Paid Time Off (PTO)
• 8 Paid Holidays
• Hourly base plus bonus potential

• Both Sea Mist Med Spa locations in Wakefield and Newport, RI

• Mondays in Wakefield, RI from 8:30am - 5pm as a Medical Assistant
• Tuesdays in Newport, RI from 9am - 1pm as a Medical Assistant
• Wednesdays in Wakefield, RI from 9am to 5pm as a Patient Experience Coordinator
• Thursdays in Wakefield, RI from 8:30am - 5pm as a Medical Assisant
• Fridays in Wakefield, RI 9am - 5pm as a Patient Experience Coordinator

• Deliver an exceptional, welcoming experience for every client from arrival to departure
• Warmly greet clients in person and professionally answer all incoming calls
• Schedule, reschedule, and confirm appointments with accuracy and efficiency
• Manage client check-in and check-out processes seamlessly
• Respond promptly and professionally to emails and other correspondence
• Ensure every client’s comfort, privacy, and safety throughout their visit
• Maintain thorough and accurate client records and documentation
• Follow all infection control, sanitation, and safety protocols
• Adhere to OSHA and HIPAA guidelines at all times
• Stay informed on industry updates, trends, and best practices
• Capture high-quality photo and video content for social media use
• Work closely with team members to provide cohesive, high-quality client care
• Participate in regular professional development and training opportunities

• Arrive early to prepare and organize treatment rooms, ensuring readiness for scheduled appointments
• Pre-chart patient appointments to facilitate an efficient and seamless daily workflow
• Accurately draw up neurotoxin treatments using facial mapping charts
• Ensure all treatment rooms are fully stocked, sanitized, and equipped with necessary supplies
• Escort patients to treatment rooms and review medical histories thoroughly
• Confirm and obtain signed consent forms prior to treatment
• Provide chairside clinical support during procedures, anticipating provider needs
• Accurately document treatments and update patient charts in a timely manner
• Assist with Hormone Replacement Therapy (HRT), dermal fillers, biostimulants, Hair PRP, and EZ Gel treatments
• Call in prescriptions as directed
• Clean and reset treatment rooms between patients to maintain safety, efficiency, and compliance
• Support consistent and smooth patient flow throughout the day

• 2+ years of experience in a front desk or patient-facing administrative role
• Preferred experience in medical aesthetics, cosmetic dermatology, or plastic surgery settings
• Strong problem-solving abilities and analytical thinking skills
• Solid understanding of dermatology and skincare treatments preferred
• Exceptional verbal and written communication skills
• Proven ability to work collaboratively as an engaged team member
• Highly organized with meticulous attention to detail
• Compassionate and empathetic approach to addressing patient needs and concerns

Empower Aesthetics is an Equal Opportunity Employer (EOE).

Join us in our mission to empower individuals to look and feel their best. Apply now to become part of our dynamic team!