Patient Care Coordinator + Front Desk Lead
Pay: $25-30/hr
Schedule: Part-time, 3-4 days per week (approximately 24-32 hours)
Location: In person | South Coast Metro, Santa Ana
About Calista Aesthetics
Calista Aesthetics is looking for a Patient Care Coordinator + Front Desk Lead to join our team and our growing business! With this position, you will be given autonomy and trust as you help guide patients through our services and match their needs to the right injectors.
We are a small but agile team that values trust, growth mindset, positivity, ownership, and integrity. Above all, we lead with love in how we care for our patients and support one another.
About the Role
We are looking for a polished, warm, and proactive Patient Care Coordinator + Front Desk Lead to join our team. This role is much more than front desk support. You will help guide the patient journey from first inquiry to checkout, creating a seamless and elevated experience while also supporting practice growth through education, rebooking, retention, and thoughtful recommendations.
The right person is naturally relationship-driven, confident in consultative conversations, highly organized, and understands how to balance hospitality with results. You know how to make people feel welcome, seen, and cared for while keeping the day running smoothly and intentionally.
What You’ll Do
- Greet and check in patients with warmth, professionalism, and a genuine smile
- Be the first point of contact for phone, text, email, and online inquiries
- Guide patients through services, memberships, packages, and treatment plans in an educational, trust-based way
- Help convert inquiries into booked consultations and treatments without pressure
- Support rebooking, retention, and continuity of care through intentional follow-up
- Oversee scheduling, confirmations, and daily patient flow
- Maintain accurate charting and documentation in Aesthetic Record
- Communicate closely with providers to ensure a seamless patient experience
- Support front office systems, SOPs, and day-to-day operations with attention to detail
- Track performance metrics such as conversion, rebooking, and revenue per patient
- Identify opportunities to improve patient experience, efficiency, and overall front desk performance
What We’re Looking For
- 1–2+ years of experience in aesthetics, wellness, hospitality, or consultative sales
- Experience in a medical aesthetics environment is strongly preferred
- Strong communication and interpersonal skills with a polished, approachable presence
- Confidence in educating patients and recommending services in a way that feels genuine and supportive
- Detail-oriented, organized, and accountable
- Comfortable balancing patient care with sales goals and business performance
- Familiarity with EMR/CRM systems; Aesthetic Record experience preferred
- Flexible availability, including every other Saturday on select weekends
- Bilingual is a plus
What We Value
- Trust and integrity in every interaction
- A growth mindset and openness to feedback
- Positivity, ownership, and follow-through
- Team-first energy and a willingness to jump in where needed
- An elevated standard of care and patient experience
What We Offer
- Complimentary and discounted treatments
- A clear growth path within a scaling practice
- A supportive, structured, and high-standard work environment
- The opportunity to make a real impact in a growing brand
To apply, please complete the form below by entering your Full Name and Email Address, and upload your resume (PDF preferred).
Once we receive your application, we’ll be in touch via email if we think you might be a great fit. Thanks so much for your interest, we can’t wait to meet you!
If you have any trouble with the forms below, you can also email your resume to hello@calistamedspa.com