Patient Care Coordinator/Medical Receptionist

Skin Synthesis is a small business with 5 employees looking for a passionate and experienced part-time patient care coordinator/medical receptionist who is interested in joining a growing, collaborative practice.Who are we? Skin Synthesis is a luxury, boutique medspa in Seattle, WA. We believe aging is a privilege and are passionate about living well. While aesthetic medicine is dependent upon clinical results deeply rooted in evidence-based science, it is also an art. But Skin Synthesis' core is all about the relationships we build and maintain over the course of time with our patients. Our mission is to connect, grow, and transform lives. Skin Synthesis is more than an aesthetic clinic; it is a safe place, a sanctuary, and a retreat. The work we do goes far beyond one's physical appearance. We strive to improve the quality of our patient's lives.Who we seek? We are seeking a patient care coordinator/medical receptionist who is passionate about people and providing a luxury boutique experience to our patients. You will be the welcoming face of our brand and a vital part of our patient’s journey.Position Overview:As the first point of contact, you embody the excellence and integrity of our brand, ensuring each patient’s journey begins and ends with exceptional service. Your role supports our mission of providing personalized, evidence-based care by creating meaningful relationships and delivering world-class support in a fast-paced, luxury environment. You will facilitate seamless patient experiences, promote opportunities for growth through effective lead management, and support our commitment to confidence-building and high standards.Administrative Responsibilities:Maintain a positive, welcoming environment for patients throughout their clinic experience.Assist patients with check-in procedures such as signing consents, joining rewards programs, and taking clinical before/after photos.Manage patient check-out experience including gathering retail items, scheduling appointments, requesting reviews/referrals, collecting payment information, and processing payments.Respond to patient/lead communication on various platforms including text, phone, email, social media, etc.Generate, capture, and convert new and existing patient leads.Schedule new and existing patients for appointments.Optimize appointment calendars to minimize unbookable time slots.Manage confidential patient records and consents.Manage patient correspondence including thank you cards, replying to reviews, and interacting with social media content.Coordinate with clinical staff to prepare for patient visits and support clinic initiatives.Support and drive luxury aesthetic/retail sales by consistently meeting or exceeding target metrics.Multitask consistently and efficiently in a fast paced, high-end environment with excellent attention to detail.Support special projects aimed at enhancing the patient experience and operational efficiency.Assist in maintaining a clean clinic/work environment.Professional Responsibilities:Maintain a professional appearance and demeanor.Eagerness to learn new tasks and responsibilitiesProactive, team player with a desire to support team and patient needs. Maintain patient confidentiality in compliance with all HIPAA standards.Maintain a thorough, working knowledge of all of Skin Synthesis’ policies and procedures.Commit to achieving established clinic goals provided by leadership.Job Requirements:Minimum of 2 years of experience in a front office or administrative role, ideally within medical, cosmetic, or wellness settings. Demonstrated success in high-ticket luxury sales and lead conversion. Exceptional interpersonal and communication skills with a focus on patient-centered service. Enthusiastic, positive attitude; self-motivated.Strong organizational skills and attention to detail; ability to multitask and prioritize tasks efficiently and effectively.Thrive in a fast-paced environment with the ability to remain calm and focused.Discretion and experience handling sensitive information in compliance with confidentiality standards (HIPAA). Proficiency in MS Office, data entry, and scheduling software. Must have basic life support (BLS/CPR) certification.Benefits:Compensation is hourly based on experience and contributionEmployee discounts on treatments and products PTO BenefitsHealth, dental, vision insuranceA beautiful working environment with a stellar teamPhysical Requirements:Prolonged periods of sitting at a desk and working on a computer.Occasionally stand, walk, use hands and fingers, handle or feel, reach with hands and arms, climb or balance, stoop, knee, crouch, or crawl, talk and hear.Occasionally lift and/or move up to 30 poundsPossess the ability to handle stress well and get along with others.Ability to tolerate noisy and quiet environments, being mindful of others.Ability to tolerate changes in temperature.Exposure to Hazards:Exposure to chemicals and disinfectants. Exposure to bodily fluids, latex, as well as a risk to exposure of Infectious Disease.Vaccination:Skin Synthesis is consistent with state public health orders and policies, requiring employees to show proof of vaccination. Medical and religious exemptions from vaccination are available to those who qualify. Employees who have approved exemptions must follow additional protocols where required, such as enhanced COVID-19 testing, mandatory vaccine-related education/discussions, and/or other infection prevention requirements in accordance with company policy, CDC, or state and local public health government orders.Diversity, Equity, and Inclusion:Skin Synthesis is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We seek to hire on the basis of merit, competence, performance, and business needs.Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Created: 2025-06-03