Patient Care Coordinator

Lavana Medical Aesthetics is seeking a polished, organized, and results-driven Patient Care Coordinator to join our growing team. This role is the heart of the clinic — responsible for delivering exceptional client experiences while supporting daily operations, marketing initiatives, and lead conversion.

If you thrive in a fast-paced, luxury service environment and love both people and organization, we’d love to meet you.

Position Overview The Client Care Coordinator ensures every client interaction — from first inquiry to post-treatment follow-up — reflects our commitment to excellence. This role blends concierge-level front desk service with operational support, marketing coordination, inventory oversight, and proactive lead management.

Key ResponsibilitiesClient Experience & Front Desk

- Greet and welcome clients with professionalism and warmth
- Manage phone, email, and text inquiries promptly and professionally
- Schedule and confirm appointments using JaneApp
- Process payments and manage POS transactions
- Coordinate memberships and treatment packages
- Handle client concerns with discretion and care
- Maintain a clean, organized, elevated reception area

Lead Tracking & Conversion

- Track all incoming leads from website, social media, ads, and referrals
- Maintain organized lead logs and ensure timely follow-up
- Monitor consultation bookings and conversion rates
- Follow up with new inquiries via phone, text, and email to encourage booking
- Work closely with providers to contact and nurture unsold or inactive leads




- Re-engage past consultation clients who did not move forward
- Support sales initiatives to increase treatment and skincare conversion

Inventory Management & Purchasing

- Conduct weekly inventory counts of retail and medical supplies
- Monitor product usage trends and forecast ordering needs
- Place and track inventory orders with approved vendors
- Receive, verify, and reconcile shipments
- Maintain accurate inventory records and pricing
- Organize back-bar and retail displays
- Identify opportunities to improve retail performance and reduce waste

Marketing & Communication Support

- Assist with creating and scheduling marketing emails
- Draft promotional text messages and light ad copy
- Support social media content creation (stories, reels, posts)
- Capture in-clinic content when appropriate
- Encourage and manage online reviews
- Ensure all client-facing communication reflects brand tone and professionalism

Administrative & Clinic Standards

- Maintain accurate client records in JaneApp
- Assist with daily clinic opening and closing procedures
- Support provider schedules and internal team communication
- Maintain daily cleanliness of reception, retail, and common areas
- Support treatment room turnover when needed




- Ensure clinic presentation aligns with brand standards

Qualifications & Requirements

- Minimum 1–2 years of customer service experience (medical spa, aesthetics, or luxury retail preferred)
- Proven sales experience and confidence in upselling treatments, memberships, and skincare
- Experience using JaneApp software (required)
- Solid written and verbal communication skills (email, phone, text, and basic promotional/ad copy writing required)
- Comfortable communicating across multiple platforms professionally and persuasively
- Experience with inventory management and purchasing preferred
- Comfortable with POS systems and basic reporting
- Basic knowledge of social media platforms (Instagram, TikTok)
- Detail-oriented, proactive, and highly organized
- Professional appearance and demeanor
- Ability to multitask in a fast-paced environment

What We’re Looking For

- A team player who takes initiative
- Someone who genuinely enjoys building client relationships
- Highly organized and systems-minded
- Results-driven with a mindset focused on growth and retention
- Business-minded and financially aware
- Passionate about beauty, skincare, and aesthetics

Compensation & Growth

- Competitive hourly wage
- Performance-based incentives
- Staff discounts on treatments and skincare
- Ongoing training and growth opportunities
- Supportive, team-oriented culture

Job Types: Full-time, Part-time Pay: $20.00-$24.00 per hour

Benefits

- Store discount

Work Location: In person

📌 Client Care Coordinator (Calgary)
🏢 Lavana Medical Aesthetics
📍 Calgary