Patient Care Coordinator (Front Desk) @ Timeless Skin Solutions


We are looking for a highly motivated individuals that want to be a part of our work family. This position is reserved for someone that has a positive friendly attitude, is self starting and someone that is not afraid to master a number of different tasks whether it be scheduling appointments, fielding phone calls, managing patient charts or less rewarding tasks such as taking out the trash, stocking shelves and running errands for the office. All of our staff is extremely hard working and we will expect the same from you! The person we are looking for must have prior office experience (spa or medical experience desired but not an absolute). This job requires general knowledge of computers, including but not limited to: troubleshooting printer and computer related errors, ability to master office software and use of Microsoft office and Excel. We specialize in cosmetic dermatology and all strive to live a healthy lifestyle-and would want a future employee to share these values.

This position will be part-time

Please email a resume and also give us a few details about what sets you apart from other applicants. Let us know what makes you, YOU!



To provide the staff of Timeless Skin Solutions with a superior level of administrative support including but not limited to: taking detailed messages, returning phone calls in a timely manner, articulating patient concerns to the medical professionals as appropriate, being educated on products and procedures.  The patient care coordinator will focus on establishing rapport with the patient and managing his/her needs on a case by case basis. The individual who occupies this position is a key component of the team and is in many cases is the first touch-point with the business for potential patients. They should pay particular attention to detail and take pride in excellent customer service.  They will be held to industry and best practice standards as outlined in monthly and initial training.




  • Uses superior written and verbal skills to communicate to potential and existing patients through verbal and written communication
  • Is able to articulate patient concerns to medical staff clearly and effectively
  • Communicates with Manager concerning procedural  issues and workflow concerns
  • Communicates effectively with vendors and service providers and forwards their requests to relevant staff members

Team work


  • Exhibits a positive attitude and approach while working with office staff, patients and vendors
  • Can work in a group or independently 
  • Works effectively with management and peers to handle issues concerning patients, scheduling and products needs

Problem solving

  • Able to think through problems independently and attempt to “troubleshoot”. Including the use of office resources to sort out potential issues or calling necessary IT support for resolution

Self Management


  • Is appropriately dressed for work, groomed and has personal hygiene attended to
  • Is expected to have consistent job attendance and can be relied on to follow through with assigned tasks (This position requires PT work on Monday and Tuesday, with the abbreviated hours comes specific instructions for time off)
  • Has desire and ability to work well with the public
  • Asks questions for clarification and alerts manager to mistakes/errors


Planning and organizing

  • Possesses superior organizational and planning skills in order to perform associated tasks and responsibilities
  • Is committed to bringing organization to chaotic events during the planning stages as well as maintaining a level of calm during situations that require patience




  • Is proficient in the use of Microsoft applications such as Microsoft Word, Excel, PowerPoint, Outlook and Adobe Reader
  • Must be able to use the Internet efficiently
  • Must be proficient in working with office equipment and be able to follow guidelines and protocol set up by business


  • Will increase product and procedure knowledge through self study and by attending courses and seminars as well as doing necessary independent research
  • Asks for help when appropriate and needed
  • Able to accept constructive criticism and modify work product as needed or requested

Initiative and enterprise

  • Able to develop projects and appropriate timelines based upon discussions with staff and the doctor
  • Meets deadlines in a timely manner
  • Works productively with out daily direction or supervision





Patient Support and Office Administration

Daily Tasks:

  • Answers the phone, directs calls and take detailed messages. Directing to the appropriate staff member as needed
  • Schedule patient appointments and modify appointments as needed (cancellations and reschedules).
  • Always cancels pathways in EHR program when patient appointments are cancelled
  • Confirm patient appointments for following business day that are 30+ minutes in length
  • Check and respond to all patient voicemails and emails  (within 1 hr during business hours and 24 hours outside of business hours)
  • Work and complete Patient Now pathways task list
  • Set up tasks and send messages to providers for prescriptions for applicable procedures
  • Track patient acquisition for phone calls, email, and online
  • Answer live chat as set up on business website when directed to do so
  • Make sure any necessary paperwork, consent or prescription info is up to date prior to selling products over the phone
  • Provide information to patients over the phone and attempt to schedule consultations
  • Remain up to date and able to articulate information about the skincare and procedures that the office offers
  • Exhibit professionalism when speaking with patients both on the phone and in person (both wording and tone).
  • Ability to cross train as required as per staffing needs of the office


  • Employee will make product recommendations that are appropriate for the patient, and check to make sure that there are no existing contraindications for a certain product/product line

EHR (Emergency Health Records) Software

  • Document EHR software issues and log them in assigned location to be followed up by IT.
  • Stay current with EHR updates and any changes made to process

Record Keeping:

  • Record medical concerns of patients in their EHR in notes section using appropriate language and tone
  • Provide a synopsis of the concern in the patient's communication and directs this to the appropriate person for follow up
  • Email any messages or questions to the appropriate person
  • Track patient concerns in medical escalation list and escalates to provider as outlined by office protocol
  • Track patient acquisition in assigned document

Additional Responsibilities:

  • May be asked to assist with social media, e.g. Twitter, facebook, blogging, printing out event documents as needed
  • Any other duties as assigned by management



This job is open at the following location:

TBD- -