Patient Coordinator

The Patient Coordinator plays a crucial role at the Front Desk in creating a welcoming first impression for clients and creating efficient, productive schedules for our providers. This individual will be responsible for handling all incoming inquiries, managing the appointment schedule and actively converting leads into appointments. The ideal candidate possesses excellent communication and customer service skills, a strong sales aptitude, and the ability to thrive in a fast-paced, goal-oriented environment.

• Greet clients warmly and provide exceptional customer service.
• Check clients in and out, ensure all forms are completed, process payments, support retail sales, and book follow up appointments.
• Handle client questions, concerns, and feedback with professionalism and empathy. Be proactive in offering solutions and/or appointments.
• Maintain a clean and organized reception area free from clutter.
• Cultivate strong client relationships through personalized interactions and follow-ups to encourage repeat business and referrals.
• Measurement – Rebooking at 65% EOY/ 80% 2025 target.
• Respond promptly and professionally to all incoming inquiries via phone, email, and web forms.
• Engage potential clients, understand their needs, and educate them about AYA's services.
• Utilize effective sales techniques to convert leads into booked appointments.
• Strive for a high conversion rate and to meet or exceed lead conversion goals.
• Manage the appointment schedule efficiently and accurately.
• Optimize appointment bookings to minimize gaps and maximize provider.
• Accommodate client preferences while ensuring smooth workflow.
• Confirm appointments and send reminders to reduce no-shows.
• Maintain accurate client records in the practice management system.
• Assist with marketing initiatives and promotional campaigns.
• Perform other administrative tasks as assigned.

• Education:
  
  High school diploma or equivalent. Bachelor’s or Associates degree preferred.
• Experience:
  
  2+ years of sales experience, preferably in a medical spa, beauty & wellness, or retail setting. Proven track record of achieving sales goals.
• Outstanding communication and interpersonal skills.
• Persuasive sales techniques and closing ability.
• Excellent product knowledge and ability to articulate treatment benefits.
• Strong organizational and time-management skills.
• Proficient in computer skills and spa management software.
• Passion for the aesthetics industry and a desire to help clients achieve their