Job Description

PATIENT CARE COORDINATOR/MEDICAL ASSISTANT JOB DESCRIPTION

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 dedicated and personable Patient Care Coordinator and Medical Receptionist who is enthusiastic about providing exceptional customer service and creating a luxury boutique experience. This role is primarily focused on administrative and patient-facing duties, serving as the first point of contact for our clients.

Position Overview:

Skin Synthesis is seeking a highly motivated, organized, and proactive Patient Care Coordinator/Medical Assistant who ensures the patient’s journey begins and ends with an exceptional experience. Initially, the role will involve patient coordination, reception duties, and supporting clinic operations. As our team grows, there will be opportunities to expand into Medical Assistant responsibilities, including clinical support and assisting with aesthetic treatments.

Patient Coordination & Reception Responsibilities (Primary Focus):

• 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.

Clinical Support Responsibilities (Growth Opportunity):

• Greet and room patients, ensuring comfort and efficient patient flow throughout their visit.
• Prepare exam rooms ahead of procedures, maintaining a pristine and organized setting for both patients and providers.
• Thoroughly clean and restock exam rooms following appointments to uphold the highest standards of safety and sanitation.
• Assist with various treatments and support clinical staff with injectable and non-surgical aesthetic procedures as needed.

Professional Responsibilities:

• Strong teamwork mindset; willing to step in wherever needed.
• Excellent communication and patient care skills.
• Maintain a professional appearance and demeanor.
• Eagerness to learn new tasks and responsibilities.
• 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.

Future Growth & Development:

While the initial focus is on patient coordination and front desk duties, there will be opportunities to expand into Medical Assistant duties, including clinical assisting and procedural support, as the team and patient demand grow.

Job Requirements:

• Certified Medical Assistant (CMA) or equivalent training/experience in a clinical setting (aesthetics, dermatology, plastic surgery, or wellness medicine preferred).
• Discretion and experience handling sensitive information in compliance with confidentiality standards (HIPAA). 
• Demonstrated success in high-ticket luxury sales and lead conversion. 
• Ability to thrive in a fast-paced environment while maintaining a focus on safety and high-quality patient care.
• Strong organizational skills and attention to detail; ability to multitask and prioritize tasks efficiently and effectively.
• Exceptional interpersonal and communication skills with a focus on patient-centered service. 
• Enthusiastic, positive attitude; self-motivated.
• Proficiency in MS Office, data entry, and scheduling software. 
• Must have basic life support (BLS/CPR) certification.

Benefits:

• Competitive compensation based on experience and growth opportunities
• Employee discounts on treatments and products
• PTO Benefits
• Health, dental, vision insurance
• Professional growth and mentorship within a supportive team environment.
• A beautiful working environment with a stellar team

Physical 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 pounds
• Possess 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.

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