Patient Service Front Desk Coordinator

We are looking for a friendly, polished, highly organized, and tech-savvy Front Desk Coordinator to join our team.

This is more than a traditional receptionist position. We are looking for someone who can create an exceptional patient experience while helping manage our schedule, leads, technology platforms, patient communications, and day-to-day front desk operations.

The ideal candidate is proactive, resourceful, comfortable with technology, and has the skills and mindset to grow with our company.

Responsibilities

• Greet patients and provide an exceptional experience from check-in through checkout
• Answer phones, texts, emails, and patient inquiries
• Schedule appointments, consultations, treatments, and follow-ups
• Manage appointment confirmations, cancellations, waitlists, and schedule openings
• Proactively help fill provider schedules
• Follow up with new leads and prospective patients
• Manage leads through our CRM and ensure appropriate follow-up
• Re-engage dormant and overdue patients
• Collect payments, deposits, and outstanding balances
• Rebook patients for recommended follow-up appointments
• Assist with promotions, events, and practice growth initiatives
• Assist with social media, including basic posting, messages, engagement, and content support
• Maintain accurate patient information within our EHR
• Help maintain and organize CRM workflows and patient communication
• Work closely with providers and the Practice Manager
• Maintain an organized, professional, and welcoming front desk

Technology & Lead Management

Technology skills are an important part of this position.

• Be tech-savvy and comfortable learning new software and digital platforms
• Be comfortable working with EHR/EMR and CRM systems
• Be able to manage leads, follow-up tasks, and patient communication within a CRM
• Be comfortable with scheduling software, texting platforms, email, and other digital tools
• Be comfortable assisting with Instagram, Facebook, and social media
• Be able to troubleshoot routine technology and workflow issues independently
• Be resourceful and willing to research solutions before escalating routine problems
• Adapt quickly as our systems, technology, and processes evolve

Who We’re Looking For

• Friendly, professional, and polished
• Excellent communication and customer service skills
• Highly organized and detail-oriented
• Strong technology skills
• Comfortable speaking with patients about services, pricing, deposits, and scheduling
• Comfortable following up with leads and making outbound calls
• Strong independent problem-solving skills
• Proactive and takes initiative
• Able to multitask in a fast-paced environment
• Dependable and accountable
• Comfortable working toward measurable goals and KPIs
• Team-oriented with an owner’s mindset
• Interested in aesthetics, wellness, and helping people feel their best
• Has the skill set, drive, and mindset to grow into greater responsibility as our company expands

Experience in medical aesthetics, healthcare, wellness, hospitality, luxury retail, sales, or customer service is preferred, but we are willing to train the right person.

• $22-$25/hour, depending on experience
• Profit-sharing opportunity based on eligibility and company performance
• Employee discounts on eligible aesthetics, wellness, skincare, and other treatments/products
• Training and continuing education
• Professional development and growth opportunities
• Opportunity for increased responsibility as Ageless grows
• Supportive, team-oriented work environment

About Ageless, * 401(k)

• 401(k) matching
• Employee discount
• Paid time off
• Paid training

Ageless Aesthetics & Weight Loss is a growing aesthetics and wellness practice in Canandaigua, NY. We provide medical aesthetics, hormone replacement therapy, medical weight management, body contouring, skin rejuvenation, IV wellness, and personalized wellness services.

We are building a team of people who take ownership, embrace growth, provide exceptional patient experiences, and want to contribute to the long-term success of the practice.

If you’re looking for more than just a front desk job and want an opportunity to grow with a growing aesthetics and wellness company, we’d love to hear from you.