Luxury Medspa Patient Care Coordinator / Medical Receptionist

Company: Skin Synthesis
Location: Seattle
Posted on: January 13, 2026

Job Description:

Job Description Patient Care Coordinator / Medical Receptionist Luxury Medspa Concierge The Experience You Create At Skin Synthesis, every interaction is intentional, refined, and deeply personal. As our Patient Care Coordinator, you are not simply a medical receptionist; you are a brand ambassador, concierge, curator of experience, and are polished and impeccably attentive. As the first and final touchpoint, you orchestrate an effortless, elevated journey that sets the tone for sophistication, trust, and excellence. This role is ideal for someone who thrives in luxury hospitality environments, anticipates needs before they are spoken, and takes pride in delivering calm, confident, and gracious service in a fast-paced aesthetic setting. You will curate seamless patient journeys, build meaningful relationships, and support both patient retention and practice growth through thoughtful communication, lead conversion, and elevated service standards. The Patient Care Coordinator is essential to delivering our mission of personalized, evidence-based aesthetic care in a luxury clinical environment. Administrative & Patient Experience Responsibilities Welcome every patient with warmth, poise, and genuine attentiveness, setting the tone for an exceptional experience. Curate a seamless check-in experience, including signing consents, loyalty enrollment, and clinical photography, with discretion and professionalism. Deliver a polished check-out experience, gathering retail items, scheduling future appointments, payment processing, and thoughtful requests for reviews or referrals. Serve as the primary communication liaison for patients and prospective patients across phone, text, email, and social platforms. Capture, nurture, and convert patient inquiries into lasting relationships through elevated lead management and follow-up. Thoughtfully schedule new and returning guests while optimizing provider calendars to ensure flow, efficiency, and minimal downtime. Maintain meticulous and confidential patient records in strict compliance with HIPAA and clinic protocols. Coordinate closely with clinical providers to anticipate needs and ensure each visit is prepared with intention and care. Support and drive patient retention and rebookings, consistently achieving or exceeding performance benchmarks. Execute personalized patient outreach, including handwritten notes and curated follow-up communication. Navigate multiple priorities with composure, precision, and exceptional attention to detail. Contribute to special projects designed to refine operations and continuously elevate the guest experience. Assist in maintaining a pristine, serene, and visually elevated clinic environment reflective of a luxury brand with light custodial duties. Professional Standards & Brand Stewardship Embody a polished, refined appearance and demeanor consistent with a luxury hospitality standard. Demonstrate curiosity, adaptability, and a desire for continued growth and mastery. Operate as a proactive, collaborative team member who anticipates both patient and team needs. Uphold the highest standards of discretion, confidentiality, and professionalism. Maintain an in-depth working knowledge of Skin Synthesis' services, protocols, and brand philosophy. Commit to achieving individual and clinic-wide performance goals set by leadership. Qualifications & Experience Minimum 2 years of experience in luxury hospitality, concierge services, medical aesthetics, plastic surgery, dermatology, wellness, or client-facing administrative roles. Proven success in high-ticket luxury sales, lead generation, and conversion. Exceptional interpersonal, communication, and hospitality-driven service skills. Positive, confident, and self-motivated with a patient-first mindset. Highly organized with the ability to manage competing priorities gracefully. Comfortable operating in a fast-paced, detail-driven environment. Demonstrated discretion handling sensitive information in compliance with privacy standards. Proficiency in Microsoft Office, scheduling software, and EMR or CRM systems. Current BLS/CPR certification required. Compensation & Perks Competitive wages reflective of experience and contribution Generous paid time off (15 paid holidays, 8 PTO days, 8 sick days) Health, dental, and vision insurance Eligibility for discounted on-site employee parking in a gated garage Quarterly employee neuromodulator treatments Exclusive employee pricing on treatments and retail products Quarterly team activities and continuing education A beautifully designed workspace and a culture rooted in values, excellence, growth, and collaboration Physical & Environmental Expectations 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, kneel, 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. Workplace Exposure Exposure to medical-grade products, disinfectants, bodily fluids, latex, and infectious disease risks inherent to a clinical setting. Vaccination Policy 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. Our Commitment to 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.

Keywords: Skin Synthesis, Lacey , Luxury Medspa Patient Care Coordinator / Medical Receptionist, Administration, Clerical , Seattle, Washington