Medical SPA Coordinator

**About Visage Skin Clinique** Visage Skin Clinique is a premier medical spa dedicated to providing exceptional aesthetic and wellness services to help our clients look and feel their absolute best. We pride ourselves on delivering personalized, results-driven treatments in a welcoming, professional environment. **Position Summary** **Key Responsibilities - Front Desk Administration** - Greet and welcome patients with warmth and professionalism - Answer multi-line phone system and respond to inquiries about services, pricing, and scheduling - Provide detailed information about all treatments, products, and service packages - Schedule appointments efficiently using practice management software - Process payments, handle insurance verification, and manage patient accounts - Maintain organized patient files and ensure HIPAA compliance - Coordinate with treatment providers to optimize daily schedules - Monitor retail product inventory, process sales transactions, and make product recommendations - Report low stock levels to management promptly - Maintain clean, organized reception area and ensure positive first impressions - Educate patients on pre and post-treatment care for all services offered **Patient Coordination & Outreach** - Conduct appointment confirmation calls and follow-up communications - Send educational materials and treatment information ("infolets") to patients - Coordinate pre - and post-treatment care instructions - Assist with treatment planning and package recommendations - Handle patient concerns and coordinate with clinical staff for resolution - Maintain patient database and update contact information **Social Media & Digital Marketing** - Assist in creating and posting engaging content across social media platforms (Instagram & Facebook) - Capture high-quality before/after photos and treatment videos (with proper consent) - Engage with followers and comments - Respond to social media inquiries about services, pricing, and treatment options - Answer direct messages and comments in a timely, professional manner - Stay current with social media trends and aesthetic industry content - Collaborate on promotional campaigns and special offers - Monitor online reviews and coordinate responses - Educate potential clients through social media about treatment benefits and processes **Administrative Support** - Process new patient paperwork and conduct intake procedures - Maintain treatment room supplies and coordinate with clinical staff - Report supply shortages to management - Support special events and promotional activities **Required Qualifications** - High school diploma or equivalent - 1-2 years of customer service experience, preferably in healthcare or beauty industry - Excellent verbal and written communication skills - Proficiency with computer systems, including scheduling software and Microsoft Office - Social media proficiency and comfort with content creation - Must be comfortable being on camera and creating video content - Ability to learn and retain detailed knowledge of all clinic services and products - Strong product knowledge and ability to explain treatment benefits and contraindications - Strong organizational skills and attention to detail - Ability to multitask in a fast-paced environment - Professional appearance and demeanor - Reliability and punctuality **Preferred Qualifications** - Experience in medical spa or aesthetic medicine environment - Comprehensive knowledge of aesthetic treatments (Botox, fillers, laser treatments, facials, etc.) - Experience with patient management systems (EMR/EHR) - Experience with Instagram, Facebook, and other social platforms - Knowledge of aesthetic trends and beauty industry social media **Skills & Attributes** - **Customer Service Excellence**: Genuine passion for helping others and creating positive experiences - **Communication**: Clear, compassionate, and professional communication style - **Tech-Savvy**: Quick learner with technology and practice management systems - **Product Expertise**: Ability to quickly learn and confidently discuss all services and products - **Sales Aptitude**: Comfortable discussing treatment options and pricing - **Discretion**: Maintains strict confidentiality and demonstrates emotional intelligence - **Teamwork**: Collaborative approach with clinical staff and management - **Problem-Solving**: Proactive approach to addressing patient needs and concerns - **Creativity**: Ability to create engaging, on-brand content that showcases treatments and results - **Educational Mindset**: Enjoys teaching and informing patients about treatments and skincare **How to Apply** Please submit your resume and a cover letter explaining why you're passionate about the aesthetic industry and how your skills align with our mission. Include any relevant experience in customer service, healthcare, or beauty industries. **Contact Information**: We are an equal opportunity employer committed to creating an inclusi