Practice Coordinator

**Practice Coordinator Job Description** **Job Purpose** Provide administrative and operational support across sales, clinical, and practice operations while delivering an exceptional, concierge-level patient experience. The Practice Coordinator plays a key role in ensuring efficient daily operations, supporting business objectives, and maintaining the high standards of service expected in a premier aesthetic practice. **Job Overview** The Practice Coordinator is responsible for creating a seamless patient experience while supporting the administrative and operational functions of the practice. This highly organized, detail-oriented professional partners closely with clinical, sales, and leadership teams to ensure operational excellence, scheduling accuracy, financial integrity, and efficient day-to-day practice operations. This role serves as a flexible operational resource and may provide cross-functional support for front office, business office, and practice operations during periods of increased business demand, staffing transitions, or special projects. **Patient Experience** - Deliver a warm, professional, and personalized experience for every patient, guest, and visitor. - Answer multi-line phone systems promptly with exceptional phone etiquette, professionalism, and empathy. - Address patient questions and concerns courteously, resolving issues whenever possible and escalating appropriately when needed. - Foster positive patient relationships while maintaining the highest standards of confidentiality and professionalism. **Operations & Administrative Support** - Perform business functions including invoice processing, bank deposits, payroll support, refunds, reporting, reconciliations, and other operational tasks. - Ensure financial transactions are processed accurately. - Maintain accurate patient records and documentation. - Assist with administrative projects and operational initiatives. **Scheduling & Business Coordination** - Partner with leadership and Patient Care Consultants to maintain an accurate and efficient surgery schedule. - Verify the accuracy of daily surgery schedules and patient information. - Collaborate to ensure treatment plans and financial quotes are accurate. - Support scheduling optimization efforts that contribute to business objectives. **Practice Operations** - Provide cross-functional support across front office, business office, and operations. - Assist with coverage during absences or increased patient volume. - Help maintain a clean, organized, luxury practice environment. - Communicate operational or patient concerns to leadership. - Participate in meetings and training. - Identify workflow improvements. **Teamwork & Professionalism** - Arrive on time and prepared for each scheduled shift. - Work independently while meeting deadlines. - Maintain a positive, collaborative attitude. - Provide support at Pasadena and Brentwood locations during the first 3–6 months as needed. - Perform additional duties as assigned. **Qualifications** - Associate's degree preferred; equivalent experience considered. - 3–5 years of administrative, operations, healthcare, hospitality, or luxury customer service experience. - 2+ years in plastic surgery, aesthetics, dermatology, or elective healthcare preferred. - Proficiency with Microsoft Office, Google Workspace, and EMR/practice management software. - Strong communication, organization, attention to detail, and problem-solving skills.