Therapy Receptionist jobs

Patient Care Coordinator

Lavana Medical Aesthetics is seeking a polished, organized, and results-driven Patient Care Coordinator to join our growing team. This role is the heart of the clinic — responsible for delivering exceptional client experiences while supporting daily operations, marketing initiatives, and lead conversion.

If you thrive in a fast-paced, luxury service environment and love both people and organization, we’d love to meet you.

Position Overview

The Client Care Coordinator ensures every client interaction — from first inquiry to post-treatment follow-up — reflects our commitment to excellence. This role blends concierge-level front desk service with operational support, marketing coordination, inventory oversight, and proactive lead management.

Key ResponsibilitiesClient Experience & Front Desk

• Greet and welcome clients with professionalism and warmth
• Manage phone, email, and text inquiries promptly and professionally
• Schedule and confirm appointments using JaneApp
• Process payments and manage POS transactions
• Coordinate memberships and treatment packages
• Handle client concerns with discretion and care
• Maintain a clean, organized, elevated reception area

Lead Tracking & Conversion

• Track all incoming leads from website, social media, ads, and referrals
• Maintain organized lead logs and ensure timely follow-up
• Monitor consultation bookings and conversion rates
• Follow up with new inquiries via phone, text, and email to encourage booking
• Work closely with providers to contact and nurture unsold or inactive leads
• Re-engage past consultation clients who did not move forward
• Support sales initiatives to increase treatment and skincare conversion

Inventory Management & Purchasing

• Conduct weekly inventory counts of retail and medical supplies
• Monitor product usage trends and forecast ordering needs
• Place and track inventory orders with approved vendors
• Receive, verify, and reconcile shipments
• Maintain accurate inventory records and pricing
• Organize back-bar and retail displays
• Identify opportunities to improve retail performance and reduce waste

Marketing & Communication Support

• Assist with creating and scheduling marketing emails
• Draft promotional text messages and light ad copy
• Support social media content creation (stories, reels, posts)
• Capture in-clinic content when appropriate
• Encourage and manage online reviews
• Ensure all client-facing communication reflects brand tone and professionalism

Administrative & Clinic Standards

• Maintain accurate client records in JaneApp
• Assist with daily clinic opening and closing procedures
• Support provider schedules and internal team communication
• Maintain daily cleanliness of reception, retail, and common areas
• Support treatment room turnover when needed
• Ensure clinic presentation aligns with brand standards

Qualifications & Requirements

• Minimum 1–2 years of customer service experience (medical spa, aesthetics, or luxury retail preferred)
• Proven sales experience and confidence in upselling treatments, memberships, and skincare
• Experience using JaneApp software (required)
• Strong written and verbal communication skills (email, phone, text, and basic promotional/ad copy writing required)
• Comfortable communicating across multiple platforms professionally and persuasively
• Experience with inventory management and purchasing preferred
• Comfortable with POS systems and basic reporting
• Basic knowledge of social media platforms (Instagram, TikTok)
• Detail-oriented, proactive, and highly organized
• Professional appearance and demeanor
• Ability to multitask in a fast-paced environment

What We’re Looking For

• A team player who takes initiative
• Someone who genuinely enjoys building client relationships
• Highly organized and systems-minded
• Results-driven with a mindset focused on growth and retention
• Business-minded and financially aware
• Passionate about beauty, skincare, and aesthetics

Compensation & Growth

• Competitive hourly wage
• Performance-based incentives
• Staff discounts on treatments and skincare
• Ongoing training and growth opportunities
• Supportive, team-oriented culture

Job Types: Full-time, Part-time

Pay: $20.00-$24.00 per hour

Benefits:

• Store discount

Work Location: In person