We are looking for a Patient Coordinator to join our growing team at The Coordinators. You would be working remotely with our client in the Med Spa / Weight Loss space.
In this role, you will serve as the primary point of contact for inbound leads and patients, guiding them from initial inquiry through scheduling and follow-up while ensuring a smooth and responsive front desk experience. You will manage lead intake, communicate with patients via phone and text, explain services clearly, and ensure all required documentation (including GFEs) is completed. This is a highly hands-on, patient-facing administrative role that requires reliability, structure, and proactive communication. The ideal candidate brings experience in a med spa, aesthetics, or weight loss environment, communicates with professionalism and empathy, is comfortable navigating tools such as Vagaro and payment platforms like GlossGenius, and demonstrates strong organization, consistency, and high ethical standards while helping create a concierge-level patient experience.
Responsibilities:
Patient Onboarding & Intake:
- Call and follow up with inbound leads to guide them toward booking.
- Ensure patients complete required documentation, including GFEs.
- Schedule consultations and appointments efficiently.
- Communicate with patients via phone, SMS, and other channels.
- Clearly explain services, pricing, and offerings to prospective patients.
- Manage front desk workflows and ensure no lead falls through the cracks.
- Maintain consistent follow-up cadence with warm, professional communication.
- Enter and manage patient information within scheduling systems (e.g., Vagaro).
- Support payment coordination and plans using tools like GlossGenius.
Requirements and Qualifications:
- Experience in a med spa, aesthetics, or weight loss environment preferred.
- Bilingual — fluent in both Spanish and English.
- Strong experience handling inbound leads and converting to booked appointments.
- Comfortable communicating with patients via phone, text, and email.
- Familiarity with scheduling tools (Vagaro preferred) and payment systems.
- Highly organized with strong attention to detail and follow-through.
- Ability to manage patient communication and scheduling simultaneously.
- Strong professionalism and ability to represent a concierge-level brand.
- Tech-savvy and effective in a remote work environment.
- High integrity and ability to handle sensitive information.
- High ethical standards, professionalism, and respect in all patient interactions.
- Willingness to learn, grow, and develop yourself professionally.
Location:
- Remote.
Weekly Hours:
- 9am - 6pm EST (1 hour lunch break).
Pay Range:
- $1,200 per month.
