Aesthetics Coordinator

MinAt Weiler Plastic Surgery, our organization has been recognized as the Best Plastic Surgeon for 4 consecutive years by the Best of 225 Awards and we are a top 20 Allergan provider nationwide. In addition to this, Weiler Plastic Surgery is recognized as a top provider of Botox in Louisiana.

Dr. Weiler and our medical experts believe in delivering Something Real to our patients everyday through compassionate care, patient education, and have a positive impact on our patients lives. Our organization offers several treatment plan routes that are surgical, non-surgical, and injectables at 9 different clinic locations.

We are able to deliver exceptional care daily due to our extraordinary team. The team at Weiler Plastic Surgery is looking for compassionate, empathetic, and enthusiastic team members to join our mission in providing the best care because our patients deserve it.

Job Summary:
The Aesthetics Coordinator plays a key role in supporting the Aesthetics Manager and Medical Aestheticians within the practice. This position requires a dynamic, highly organized individual who can assist staff, patients, and vendors in a fast-paced environment. The ideal candidate will develop a strong understanding of our aesthetic services, skincare products, and operational workflows to provide administrative support, monitor patient schedules, assist with inventory management, and contribute to seamless patient care and practice efficiency.

Job Duties:

Aesthetic Product & Service Knowledge:

• Develop and maintain in-depth knowledge of the aesthetic service offerings, including skincare products, treatments, and procedures.

• Attend online and in-person training sessions, seminars, and product knowledge events as assigned to stay current on the latest treatments, products, and industry trends.

• Take detailed notes during meetings, training, and seminars, and share relevant information with staff to ensure effective knowledge transfer.

• Assist patients in understanding the benefits and expectations of services, ensuring they are well-informed and comfortable.

Administrative Support for Aesthetic Services:

• Efficiently use electronic medical records (EMR) to track and audit data.

• Maintain and update treatment consent forms for aesthetic services.

• Efficiently use sales reports and lead tracking for follow-ups and conversion.

• Assist with scheduling appointments for consultations, treatments, and follow-up visits.

• Audit patient records in accordance with privacy and confidentiality standards, ensuring all necessary documentation is complete and accurate.

• Provide operational support to ensure the team has the resources they need to deliver

high-quality services.

Appointment Coordination & Patient Support:

• Monitor schedules and identify discrepancies or errors well in advance (2-4 weeks) to ensure optimal patient scheduling and minimize issues.

• Address and rectify any scheduling errors promptly to ensure a smooth experience for both staff and patients.

• Add blocks to schedules as needed and send out weekly device travel emails to keep all relevant parties informed.

• Coordinate device travel schedules between locations and ensure all necessary resources are available.

• Update PatientNow with device-related resources and information as needed.

• Call and leave voicemails/texts for patients who have canceled or no-showed their consultations or treatments to reschedule appointments and track the reason for cancellations.

• Filter calls and inquiries from the call center and support staff, directing them to the appropriate team member when needed.

• Communicate effectively with patients regarding appointments, treatment options, product availability, and promotional events.

• Follow up with all consults that have been canceled or no-showed to encourage rescheduling and track reasons for cancellations.

Compliance and Documentation:

• Assist with maintaining proper licensure and certification records.

• Audit treatment notes, Health and Physicals (H&Ps), laser orders, and other patient

documentation to ensure accuracy and completeness.

• Ensure that all patient documentation is accurate, complete, and in compliance with medical and legal standards.

• Update treatment consent forms for aesthetic services and ensure they are properly stored in PatientNow.

Reporting and Data Analysis:

• Organize and analyze data to help identify trends, gaps, and areas for improvement in

operational efficiency and patient care.

• Send regular sales reports to the Aesthetics Manager and aesthetic providers throughout the month.

• Maintain monthly sales spreadsheets.

• Assist with creating resources to streamline operations and support staff.

Inventory & Stock Management:

• Collaborate with aesthetic providers to manage and track inventory, ensuring the availability of products for patient treatments.

• Support inventory stocking and transfers, ensure that all supplies are properly accounted for and organized.

Training and Vendor Coordination:

• Work in coordination with vendors/representatives to organize trainings on new products, procedures, and equipment, including scheduling and confirming dates, times, and locations.

• Assist in scheduling and screening models for training sessions and provide logistical support during training events.

• Send pre- and post-training questionnaires to participants and track feedback to ensure effective training outcomes.

Marketing and Promotional Support:

• Assist with marketing initiatives, including product promotions, seasonal campaigns, and patient retention programs, and patient outreach.

• Organize and prepare donations or contributions for marketing events, promotional materials, or patient giveaways.

Cross-Departmental Collaboration:

• Effectively communicate and collaborate with all departments within the organization, ensuring alignment between staff, aesthetics providers, and marketing teams.

• Serve as a point of contact for interdepartmental inquiries related to aesthetics services.

Additional Support:

• Provide administrative coverage for the Aesthetics Clinic and PECs as assigned, ensuring continuity of patient care and clinic operations.

• Other tasks and projects as assigned by the Aesthetics Manager to support the overall success of the practice.

Minimum Qualifications:

• High school diploma or equivalent required.
• Minimum of 1-2 years in an administrative support role,

Preferred Qualifications:

• An associate’s degree or higher in business administration, healthcare management, or a related field is preferred.
• Experience within a medical or aesthetics setting.

Physical Requirements:

• Ability to sit or stand for extended periods of time.

• Occasional lifting of supplies or office materials (up to 25 lbs).

• Comfortable interacting with patients in a clinical setting.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Medical Specialty:

• Plastic Surgery

Schedule:

• Monday to Friday

Work Location: In person