Apprentice Treatment Coordinator

POSITION TITLE: Apprentice Treatment CoordinatorREPORTS TO: Sales Manager/TCDEPARTMENT: Sales EXEMPTION STATUS: Full-time, Exempt LOCATION: 8:30am-6pm Monday-Friday + 1 Saturday/month for Clinic DATE: May 2025 BENEFITS: Full Medical, Vision & Dental Insurance, Employee Discount, 401k Eligible Contributions, Paid Time Off, Company Holidays POSITION SUMMARY: The Apprentice Treatment Coordinator (ATC), Surgical & Non-Surgical plays a key role in managing patient journeys, financial discussions, and treatment planning with a high degree of independent discretion. This role is designed for a candidate seeking to develop into a fully independent Treatment Coordinator within 6-12 months. The ATC is responsible for overseeing patient communication, maintaining detailed records, and driving sales strategies for surgical procedures, non-surgical treatments, wellness and hormone therapy, and post-procedure aftercare, ensuring seamless patient experiences and optimal revenue generation. The ideal candidate is detail-oriented, proactive, and possesses strong problem-solving skills with a passion for aesthetics, wellness, and patient care.SCOPE OF POSITION: The ATC ensures seamless coordination of patient treatments by independently managing follow-ups, CRM updates, and patient tracking. This position involves substantial independent judgment in decision-making, problem-solving, and workflow management to drive clinic sales across multiple service lines, including surgical procedures, non-surgical treatments, post-surgical care, and hormone therapy under EMER Medical. The ATC also maintains running lists for all departments to track patient progress and optimize conversion rates.KEY JOB RESPONSIBILITIES:Administrative & Patient ManagementIndependently manage and update the master list of patients, tracking treatment plans, reminders, and key milestones to ensure patient retention and compliance.Serve as the primary point of contact for patients, handling complex inquiries, treatment clarifications, and financial discussions without direct oversight.Maintain detailed and actionable running lists for surgical, non-surgical, and wellness/hormone therapy departments, leveraging data to support sales forecasting and revenue optimization.Ensure all treatment plans, financial agreements, and communications are accurately documented in CRM systems (e.g., Salesforce, EMA, EMR).Develop and send customized treatment quotes, proactively addressing patient questions and financial concerns.Coordinate and ensure patients have all necessary pre- and post-surgical care products, including skincare and wellness supplements, reviewed by appropriate medical staff.Manage all follow-ups, re-engagements, and repurchases to optimize patient retention and results.Independent Decision-Making & Patient CoordinationExercise discretion in patient follow-ups, adapting communication strategies based on individual patient concerns and financial capabilities.Manage treatment timelines, proactively identifying potential delays or issues and implementing solutions independently.Educate patients on surgical and non-surgical treatment options, risks, benefits, and alternative approaches, ensuring informed decision-making.Handle financial discussions, payment collections, and financing options autonomously, ensuring patients understand their commitments.Sales Strategy & Clinic GrowthLeverage patient lists and CRM analytics to identify sales opportunities, track key performance metrics, and adjust strategies to enhance conversion rates.Strategically prioritize high-value leads, independently determining the best follow-up approaches to optimize scheduling and revenue.Create, refine, and present treatment quotes with a sales-oriented mindset, reinforcing the value and benefits of recommended treatments.Cross-sell surgical, non-surgical, and wellness services, ensuring patients understand the full spectrum of available treatment options.Work with medical providers to develop package options that include aftercare products, wellness supplements, and long-term treatment planning.Conduct sales training and education for Treatment Coordinators, sales teams, and the call center through weekly PowerPoint presentations on common treatments, new protocols, and combination treatments.Collaboration with Medical & Sales TeamsWork closely with the TC, medical staff, and skincare team to manage appointment scheduling, treatment coordination, and post-procedure care.Independently address operational challenges, implementing solutions to maintain an efficient workflow and a superior patient experience.Provide administrative and logistical support to ensure seamless clinic operations and optimal patient engagement.Collaborate with the EMER Medical team to integrate wellness and hormone therapy sales into patient treatment plans.Continuously update pertinent information into SOPs.Patient Experience & Quality AssuranceConduct follow-up calls to assess patient satisfaction, proactively addressing concerns and offering solutions as needed.Maintain a high standard of professionalism and empathy in all interactions, reinforcing the clinic’s reputation for excellence.Collect and analyze patient feedback, using insights to refine coordination strategies and enhance service delivery.Continuous Improvement & Professional DevelopmentStay informed about the clinic’s treatment offerings, emerging technologies, and best practices to support patient education and sales growth.Seek out mentorship opportunities and actively engage in training to accelerate professional development into a full Treatment Coordinator role.Develop a sales-focused approach, enhancing treatment knowledge, financial acumen, and patient satisfaction to drive revenue growth.ADDITIONAL REQUIREMENTSBachelor’s degree or equivalent relevant experience (preferred but not required).Strong organizational and analytical skills, with the ability to manage multiple priorities independently.Excellent communication and interpersonal skills, with a strong ability to build relationships and navigate patient concerns.Prior experience in a medical, aesthetic, or surgical practice is a plus.Proficiency in CRM software (Salesforce, EMA) and administrative tools is preferred.Ability to work independently while collaborating effectively with the team.Sales-driven, coachable, and committed to long-term growth in the aesthetics and wellness field.

Created: 2025-06-03