Patient Care Coordinator

About Magnetic Aesthetics

Magnetic Aesthetics is a growing medical aesthetics practice in Frisco, Texas, specializing in injectable treatments, facial balancing, and elevated patient experiences. We are looking for a polished, proactive, and personable Patient Care & Sales Coordinator who can help us deliver an exceptional luxury experience while keeping daily operations organized and supporting business growth.

This role is ideal for someone who enjoys connecting with people, feels confident discussing services and memberships, and takes ownership of both the patient experience and business results.

What You'll Do

Patient Experience & Front Desk

• Greet every patient by name, check them in, and ensure intake forms, consents, and GFE's are completed before their appointment.
• Provide warm, attentive hospitality and in-person assistance throughout each visit.
• Keep treatment rooms prepared and help the clinic run smoothly and on schedule.
• Check out patients, process payments, and book their next visit before they leave.
• Handle appointment changes, cancellations, and patient follow-ups professionally.

Sales, Rebooking & Patient Retention

• Confidently present memberships, packages, and recommended treatment plans.
• Follow up with new leads through phone calls and text messages to help convert inquiries into booked appointments.
• Contact patients after treatments to check on their experience and schedule follow-ups when appropriate.
• Manage patient recalls, rebooking opportunities, and follow-up communication.
• Track rebooking, membership, and follow-up performance and submit weekly numbers.

Clinic Operations

• Monitor inventory against established supply levels and place orders as needed.
• Maintain accurate patient records and appointment notes in GlossGenius and other approved systems.
• Help identify opportunities to improve the patient experience and daily workflows.

Remote Responsibilities

• Make lead follow-up calls and send texts.
• Follow up with prospective patients who have not booked.
• Manage assigned patient outreach and recall lists.
• Update records and track results in the appropriate systems.

What You Bring

• At least one year of experience in a front desk, patient coordinator, sales, or client-facing role in a med spa, dermatology, plastic surgery, dental, or luxury hospitality setting.
• A warm, polished, professional presence.
• Confidence discussing pricing, memberships, packages, and services.
• Strong communication, organization, and follow-through.
• A proactive mindset and the ability to take initiative without constant supervision.
• Comfort with phone calls, text follow-ups, and sales conversations.
• Availability on scheduled clinic days, which may include some weekends.

Preferred:

• Experience with GlossGenius or similar booking software.
• Familiarity with Botox, dermal fillers, and other aesthetic treatments.
• Experience with patient retention, memberships, or sales goals.

What Success Looks Like

First 30 days: You can confidently manage the patient experience from check-in through checkout, maintain accurate records, and follow established workflows.

First 60 days: You are consistently driving rebooking, with a goal of at least 50% of eligible neurotoxin patients leaving with their next visit scheduled.

First 90 days: You are working toward a 60% or higher rebooking rate for eligible neurotoxin patients, maintaining reliable follow-up, and independently managing supply ordering.

Additional performance goals will include patient satisfaction, membership engagement, lead conversion, and follow-up completion.

Pay & Growth

• $18-20, depending on experience.
• Monthly performance bonus tied to established rebooking, membership, and retention goals.
• Opportunity to grow with a developing practice as Magnetic Aesthetics expands into a larger space and adds providers.
• A collaborative, client-focused environment where your initiative and contributions matter.

Pay: $18.00 per hour

Expected hours: 20.0 – 30.0 per week

Benefits:

• Employee discount

Work Location: Hybrid remote in Frisco, TX 75033