Cosmetic Coordinator

Overview

The Cosmetic Coordinator is responsible for managing the scheduling, coordination, and administrative execution of cosmetic consultations and procedures within the clinic.

This role serves as a key operational partner to clinical teams and a central driver of patient conversion and schedule optimization, ensuring accurate appointment preparation, efficient patient flow, and effective tracking of cosmetic performance metrics. The Cosmetic Coordinator plays a vital role in supporting revenue growth through schedule management, patient engagement, and reporting accuracy.

Responsibilities

Scheduling & Patient Coordination

• Optimize cosmetic schedule utilization and clinician productivity.
• Manages cosmetic phone lines, patient inquiries, and communication channels in a timely and professional manner.
• Schedules and coordinates all cosmetic consultations and procedures to optimize clinician schedules and clinic capacity.
• Oversees schedule management, including adjustments, cancellations, and filling open appointment slots.
• Coordinates follow-up appointments and ensures continuity of care across the patient journey.
• Deliver a consistent, professional patient experience across all scheduling and communication touchpoints.

Consultation Preparation & Financial Coordination

• Support consult-to-treatment conversion through effective coordination and patient engagement.
• Prepares upcoming patient encounters, including coding, pricing, discounts, and treatment preparation.
• Coordinates pre-payments and collects payments for procedures and products in accordance with clinic protocols.
• Ensures financial accuracy and transparency in all patient-facing transactions.
• Supports patient understanding of pricing, promotions, and payment expectations.

Patient Experience & Conversion Support

• Serves as a primary point of contact for prospective and existing cosmetic patients.
• Engages patients effectively to support consultation attendance, readiness, and conversion to treatment.
• Reinforces treatment plans, scheduling next steps, and follow-up appointments to support retention.
• Delivers a high-quality, consistent patient experience aligned with brand standards.

EMR Management & Documentation Support

• Maintains electronic medical record workflows, including patient communications, chart preparation, and clinician support tasks.
• Ensures accurate and timely documentation of scheduling, financial, and patient interaction activities.
• Supports clinicians and clinical teams with necessary documentation and coordination needs.

Performance Tracking & Reporting

• Ensure accurate financial and operational execution, including payment collection and reporting.
• Tracks and reports key cosmetic performance metrics, including revenue, consult volumes and conversion rates, procedures performed, and retail product sales.
• Maintains accurate reporting to support clinic performance reviews and leadership visibility.
• Identifies trends or gaps and communicates insights to clinic leadership.

Events, Promotions & Growth Support

• Supports cosmetic events, promotions, and patient engagement initiatives.
• Assists with coordination of marketing efforts and patient outreach.
• Collaborates with clinical staff and leadership to support conversion-focused campaigns and initiatives.

Team Collaboration & Operational Support

• Collaborates closely with clinicians, aesthetic staff, and clinic leadership to ensure efficient operations.
• Communicates effectively with clinical teams regarding patient needs, scheduling priorities, and coordination of care.
• Supports prescription coordination and patient care workflows as needed.
• Contributes to a positive, team-oriented environment focused on patient outcomes and clinic performance.

Compliance & Professional Standards

• Maintains strict confidentiality and adherence to all regulatory requirements, including HIPAA and organizational policies.
• Demonstrates professionalism, sound judgment, and attention to detail in all responsibilities.
• Ensures compliance with financial, operational, and documentation standards.

Qualifications

Required Competencies & Skills

• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and perform effectively in a fast-paced environment.
• Proficiency with Microsoft Office and ability to learn new systems and EMR platforms.
• Strong interpersonal skills with a patient-centered approach.
• Demonstrated professionalism, sound judgment, and ability to maintain confidentiality.
• Ability to work both independently and collaboratively within a team environment.

Preferred Qualifications

• Prior experience in a medical office, dermatology, or aesthetic setting.
• Experience with scheduling, patient coordination, or revenue cycle processes.
• Exposure to cosmetic services, pricing, or consultation workflows.
• Experience tracking or reporting performance metrics.

Additional Information

• The Cosmetic Coordinator is a critical role supporting clinic efficiency, patient experience, and revenue performance.
• This position bridges administrative execution with performance-driven outcomes in cosmetic services.
• Responsibilities may evolve as clinic needs and cosmetic services expand.

Education & Experience

• Required Education: High School Diploma or GED

Forefront Dermatology is committed to providing equal employment opportunity and maintaining a workplace for employees and applicants that is free from discrimination based upon age, race, religion, color, disability, marital status, sex (including pregnancy), national origin, ancestry, ethnicity, sexual orientation, gender identity or expression, genetic information, veteran or military status, or any other status protected by applicable federal, state, or local law.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, please contact hr@forefrontderm.com to let us know the nature of your request and your contact information.