Patient Care Coordinator / Concierge
About Promethean Clinic
At Promethean Clinic, we believe exceptional care begins long before a treatment starts. As a Nurse Practitioner-led medical aesthetics clinic in the heart of downtown Vancouver, we combine evidence-based medicine with luxury service to deliver personalized, results-driven care.
We are passionate about innovation, education, and creating an experience that exceeds expectations. Every interaction matters, and our team is committed to making each client feel welcomed, valued, and confident throughout their journey.
The Opportunity
We are seeking an experienced Patient Care Coordinator / Concierge to become the face of Promethean Clinic. This is much more than a traditional front desk role. You will be the first and last impression of our clinic while playing an integral role in patient care, clinic operations, and the overall success of the business.
The ideal candidate is highly organized, proactive, personable, and thrives in a fast-paced environment. You take initiative, anticipate needs before they arise, and enjoy creating exceptional experiences for clients. You are equally comfortable welcoming clients, coordinating busy schedules, assisting providers, and helping improve the day-to-day operations of the clinic.
If you enjoy wearing multiple hats, take pride in your work, and want to be part of a growing, high-performing team, we'd love to hear from you.
Responsibilities
Client Experience
- Welcome clients with warmth, professionalism, and exceptional customer service.
- Deliver a luxury patient experience from the initial inquiry through treatment and follow-up.
- Build strong relationships that encourage long-term client loyalty and retention.
- Professionally resolve client questions and concerns.
Front Desk & Patient Coordination
- Manage incoming phone calls, emails, text messages, and online inquiries.
- Schedule consultations, treatments, follow-up appointments, and provider calendars.
- Coordinate daily patient flow to ensure appointments run efficiently and on time.
- Process payments, financing, memberships, packages, and product sales.
- Maintain accurate patient records and documentation using Jane App.
Client Retention & Business Growth
- Follow up on consultations and treatment plans.
- Perform consultation callbacks, recalls, and client retention initiatives.
- Conduct proactive outreach to inactive clients, promotional leads, and waitlists to maximize provider schedules.
- Educate clients on treatments, pricing, memberships, promotions, and financing options.
- Help convert inquiries into consultations and consultations into booked treatments.
Clinical Support
- Prepare treatment rooms before appointments and maintain a clean, organized clinical environment.
- Assist the Nurse Practitioner and physician injectors during procedures by preparing supplies, setting up treatment trays, taking before-and-after photos, documenting treatments, and supporting patient care.
- Ensure treatment rooms remain fully stocked and organized throughout the day.
Operations & Administrative Support
- Coordinate provider and independent contractor schedules.
- Assist with contractor administration, payroll and commission tracking, onboarding, and scheduling.
- Monitor inventory, order clinic supplies, and maintain operational organization.
- Assist with reporting, workflow improvements, administrative projects, and day-to-day clinic operations.
- Identify opportunities to improve systems, efficiency, and the overall patient experience.
- Support clinic leadership with operational initiatives as the clinic continues to grow.
Qualifications
- Minimum 3 years of experience in a receptionist, patient coordinator, medical office, medi-spa, plastic surgery, dermatology, dental, or luxury hospitality environment.
- Exceptional customer service and communication skills.
- Highly organized with excellent attention to detail.
- Ability to multitask and prioritize in a fast-paced environment.
- Professional, polished, and dependable.
- Confident using computers and technology; experience with Jane App is an asset.
- Experience with scheduling, inventory management, payroll support, reporting, or business administration is an asset.
- Sales, treatment coordination, or client retention experience is an asset.
- Passion for medical aesthetics, wellness, and delivering an exceptional client experience.
Why Join Promethean Clinic?
- Competitive compensation with performance incentives.
- Ongoing education and professional development.
- Work alongside an experienced Nurse Practitioner and physician injectors.
- Beautiful, modern clinic in downtown Vancouver.
- Supportive, collaborative, and positive team culture.
- Opportunity to grow your role as the clinic continues to expand.
We're looking for someone who takes pride in delivering exceptional service, thrives on staying organized, and wants to make a meaningful impact every day. If you're motivated, proactive, and excited to grow with a leading medical aesthetics clinic, we'd love to meet you.
Pay: $25.00-$28.00 per hour
Application question(s):
- What interests you about Promethean Clinic?
- Do you have experience with payroll, inventory, scheduling, reporting, business administration?
- Do you have any experience in medical aesthetics, wellness, heath care, or luxury hospitality?
Experience:
- Front desk (clinic) receptionist: 2 years (preferred)
Work Location: In person
