Front Desk / Client Concierge, Relations Administrator
Summary
The Front Desk / Client Concierge serves as the face of the practice, creating a welcoming and professional environment that reflects the values and standards of Frisco Body Contouring. This role is pivotal in shaping the patient experience, supporting operational flow, and maintaining high levels of communication and care coordination. Key responsibilities include managing the front office, scheduling and confirming appointments, assisting with patient inquiries, educating on programs and services, and ensuring a seamless experience from check-in to post-treatment follow-up.
The ideal candidate excels in customer service, is highly organized, proactive, and passionate about the aesthetics industry.
Objectives
- Deliver a consistent 5-star experience for every patient interaction
- Manage patient flow, communication, and coordination across departments
- Nurture prospective leads and support patient re-engagement efforts
- Educate patients on available services, promotions, memberships, and loyalty programs
- Maintain a professional, polished, and organized front office environment
Core Responsibilities
Patient Experience & Front Office Operations
- Greet all patients warmly, using professional and personalized communication
- Serve as the first point of contact for phone calls, emails, and in-person visits
- Maintain the appearance, cleanliness, and atmosphere of the front office and reception area
- Ensure all communications and interactions reflect the tone and standards of the practice
Scheduling & Coordination
- Manage daily appointment schedules and provider calendars to optimize productivity
- Confirm and follow up on appointments in a timely and professional manner
- Coordinate provider schedules with patient needs and service timing
- Assist with cancellations, reschedules, and waitlist management
Lead Nurturing, Follow-Up & Re-engagement
- Respond to new patient inquiries with urgency and professionalism, converting leads to consultations
- Follow up with leads who do not schedule, using established timelines (e.g., 2-day and 7-day follow-ups)
- Identify opportunities for re-engagement and recall efforts for past patients
- Track and report on lead conversions and patient retention efforts
Patient Education & Program Promotion
- Educate patients on services, procedures, pre- and post-care protocols, and membership or rewards programs
- Introduce new promotions, referral incentives, and events to eligible patients
- Ensure patients are enrolled in and aware of loyalty and rewards programs
- Encourage satisfied patients to leave online reviews and refer others
Administrative & Operational Support
- Maintain accurate and up-to-date patient records in the practice management system
- Ensure patient documents, consents, and forms are completed and properly stored
- Support inventory tracking, patient communications, and administrative tasks as needed
- Collaborate with the management team on marketing efforts and process improvement initiatives
Position Requirements
- Professional appearance and demeanor consistent with aesthetic industry standards
- Exceptional communication and customer service skills
- Ability to multitask, prioritize, and remain organized in a dynamic environment
- Detail-oriented with a high level of accuracy in scheduling and documentation
- Strong technical proficiency in practice management systems, communication tools, and Microsoft Office
- Familiarity with aesthetic services, skincare products, and common treatment terminology
- Positive, team-oriented mindset with a proactive approach to problem-solving
Preferred Qualifications
- 2+ years of experience in a front office, hospitality, or client-facing administrative role
- Experience in medical aesthetics, dermatology, plastic surgery, or related healthcare field
- Prior experience with lead management or CRM systems is a plus
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