Join Our Team

Clinical Experience Coordinator

Reports to: Practice Manager & Practice Owner; clinical tasks directed by treating providers

Schedule: Approximately 34–40 hours per week • In person

About Us
Prejuvenation Aesthetics is a boutique, award-winning medical aesthetics practice dedicated to proactive, personalized care. We offer advanced injectables, skin rejuvenation services, and curated skincare in a warm, welcoming environment.

Our team values integrity, dependability, compassion, and thoughtful care at every stage of the patient journey.

Position Overview
The Clinical Experience Coordinator keeps patient visits running smoothly by supporting clinical flow, preparing patients and treatment rooms, maintaining supplies, and coordinating patient follow-ups. This hybrid role also supports the front desk with greeting patients, check-in and check-out, paperwork, phone calls, and scheduling.

Clinical readiness and provider support are the primary focus. Front desk and general office responsibilities are coordinated with the Practice Manager and patient experience team to maintain seamless coverage throughout the day. The ideal candidate is warm, dependable, detail-oriented, and proactive—someone who notices what needs to be done and follows through.

Clinical Flow & Treatment Preparation — Primary Responsibilities

• Review the daily schedule with the team, anticipate treatment preparation needs, and communicate patient readiness, delays, and room availability to providers.
• Room patients, confirm the purpose of their visit, and collect or update medical history information for provider review.
• Confirm required intake paperwork, consents, and applicable pre-treatment requirements are complete; flag missing information before treatment.
• Prepare treatment rooms, trays, equipment, and supplies according to provider instructions and practice protocols.
• Assist with patient preparation, including cleansing skin and removing makeup, as trained and directed by the provider.
• Capture standardized before-and-after photographs according to practice protocols and patient consent requirements.
• Clean, disinfect, and turn over treatment rooms between patients; handle instruments, equipment, and waste according to practice protocols.
• Restock treatment rooms throughout the day and complete end-of-day preparation so rooms are ready for the next schedule.

Patient Follow-Up & Care Coordination

• Reinforce provider-approved preparation and aftercare instructions, and help patients understand their next steps.
• Complete assigned post-treatment check-ins, document patient communication accurately, and promptly relay questions or concerns to the treating provider.
• Coordinate follow-up appointments and treatment-plan scheduling, and track outstanding tasks through completion.
• Use approved information to answer general questions about services, skincare, memberships, and packages; refer individualized treatment recommendations and clinical questions to providers.

Inventory & Office Readiness

• Monitor and restock clinical, backbar, retail, and office supplies; communicate low stock and ordering needs to the designated team member.
• Receive and organize deliveries, assist with inventory counts, rotate stock, and check expiration dates according to practice procedures.
• Maintain organized storage areas, treatment rooms, and retail displays; report supply discrepancies and equipment concerns promptly.
• Support laundry, linens, daily opening and closing tasks, and overall office cleanliness, including the reception area and shared spaces.

Front Desk & Patient Experience Support

• Greet patients warmly and help maintain a welcoming, professional atmosphere.
• Assist with check-in and check-out, verify patient information, process payments accurately, and help patients schedule their next visit.
• Assist patients with paperwork and ensure documentation is complete and properly recorded.
• Answer phones and assigned email or text inquiries professionally; route messages and document communication in the appropriate system.
• Schedule consultations, treatments, and follow-ups within established appointment guidelines; assist with confirmations, cancellations, waitlists, and rebooking.
• Provide front desk coverage during busy periods and team breaks as coordinated, while communicating clinical coverage needs.

Professional Standards

• Protect patient confidentiality and follow HIPAA, infection prevention, and workplace safety procedures.
• Perform only tasks for which training and competency have been confirmed and provider authorization is in place. This role does not independently assess patients, recommend or perform aesthetic treatments, or provide medical advice.
• Escalate patient concerns promptly, maintain accurate records, and communicate clearly with providers and teammates.
• Complete required training, remain receptive to feedback, and contribute to a respectful, accountable team culture.

Qualifications & Skills

• High school diploma or equivalent required.
• Experience in medical assisting, medical aesthetics, dermatology, plastic surgery, or a similar patient-facing environment preferred.
• Medical assisting education or certification preferred; current BLS certification preferred.
• Strong organization, attention to detail, and the ability to prioritize clinical readiness while supporting front desk needs.
• Excellent verbal, written, and interpersonal communication; a warm, professional demeanor and discretion with confidential information.
• Comfort with electronic medical records, scheduling systems, and basic computer applications; Boulevard experience is a plus.
• Dependability, initiative, and the ability to work independently and collaboratively in a busy practice.
• Willingness to learn treatment preparation, clinical support protocols, and the practice’s services and products.

Schedule & Compensation

• Approximately 34–40 hours per week, with the schedule based on patient care and practice needs.
• Occasional evenings or Saturdays may be needed for events or extended hours.
• Hourly compensation based on experience and qualifications. Benefits eligibility will follow practice policy and scheduled hours.
• Practice-specific training and opportunities for professional development.

Work Environment
This position involves frequent movement between the front desk and treatment areas, standing and walking, handling supplies, and maintaining clean, organized spaces. Essential duties may be performed with reasonable accommodation.

Ready to Apply?
Please submit your resume and a 1-minute video sharing why you would be a good fit for this role and the Prejuvenation Aesthetics team to admin@prejuvenationaesthetics.com.