Patient Growth Coordinator (Med Spa)

About the role

We are a staffing agency recruiting on behalf of a growing Chicago-based Med Spa seeking a highly motivated and results-driven Patient Growth Coordinator . Unlike a traditional administrative role, this position is focused on business growth, patient engagement, and appointment conversion . The ideal candidate will be responsible for converting inbound leads, reactivating past patients, and helping ensure provider schedules remain consistently booked. This role is perfect for someone who enjoys building relationships, following up with prospects, and helping drive business results while maintaining a high level of professionalism and customer care.

Responsibilities

• Lead Conversion & Patient Engagement
• Respond to and follow up with inbound leads promptly
• Convert inquiries into booked consultations and appointments
• Communicate with prospective patients via phone, text, and email
• Educate patients on available services and treatment options
• Patient Reactivation
• Re-engage previous patients who have not visited the clinic recently
• Build and execute outreach campaigns to encourage repeat appointments
• Maintain consistent follow-up to maximize patient retention
• Schedule Optimization
• Work closely with providers to ensure appointment schedules remain full
• Identify gaps in provider schedules and proactively fill available time slots
• Track lead conversion and patient rebooking metrics
• Administrative & CRM Management
• Maintain accurate patient records and communication logs
• Utilize scheduling and communication platforms effectively
• Support patient experience initiatives and workflow improvements
• Required Qualifications:
• Previous experience in lead conversion, patient coordination, client success, sales support, or appointment setting
• Strong communication and relationship-building skills
• Comfortable speaking with prospective and existing patients by phone, text, and email
• Excellent follow-up and organizational abilities
• Ability to work independently and manage a high volume of conversations
• Strong attention to detail and customer service mindset

Requirements

• Experience in a Med Spa, aesthetics, cosmetic, wellness, or healthcare environment
• Familiarity with treatments such as injectables, skin rejuvenation, laser treatments, body contouring, or other aesthetic services
• Experience using platforms such as Boulevard , Podium , or similar CRM and scheduling tools
• Proven success in appointment setting, lead conversion, or patient reactivation campaigns
• A proactive and results-oriented professional
• Someone who is persuasive without being overly sales-focused
• A strong communicator who enjoys helping people find the right solutions
• A candidate who takes ownership of outcomes and actively contributes ideas for growth
• Someone who thrives in a fast-paced, performance-driven environment
• Success in This Role Looks Like:
• Increased conversion of leads into booked appointments
• Higher patient retention and reactivation rates
• Consistently full provider schedules
• Improved patient engagement and follow-up performance
• Measurable contribution to practice growth and revenue generation
• Growth Opportunity:

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