Patient Care Coordinator/Manager

About the role

This person runs our front desk, knows every treatment we offer inside out, and turns inquiries into booked, returning clients.

We are a Toronto medical aesthetics clinic. We offer injectables, biostimulators, IV drips, advanced facials, skin treatments and Acorn Biolabs regenerative treatments.

You will not inject or treat clients. Our registered nurses and aestheticians do that. You are the person clients speak to first and trust most: you explain treatments clearly, guide them to the right plan, and keep the clinic running smoothly.

- Location: Toronto, ON
- Days: Tuesday to Saturday
- Reports to: Clinic Director

Client care and sales come first; everything else keeps the clinic running.
1. Look after every client

- Greet clients by name, offer a beverage and make them feel at home.
- Check them in and make sure intake, medical history and consent forms are complete before they see the nurse.
- Answer the phone professionally. Reply to texts, emails and DMs quickly, with proper etiquette.
- Call back every inquiry and web form the same day, and never later than 24 hours.
- Follow up after treatments to check how the client is feeling.

1. Sell and rebook

- Run consultations by phone and in person, and match clients to the right treatments.
- Rebook clients before they leave the clinic.
- Sell memberships, packages and homecare products.
- (Full details in "How you'll sell" below.)

1. Manage bookings and client files

- Book appointments and manage the nurses' and aestheticians' calendars in Phorest.
- Take deposits, confirm appointments and fill cancellations.
- Set up new client accounts in Phorest with complete, accurate details.
- Keep client folders organized, both digital and paper.

1. Track injectables and inventory

- Record how much injectable product is used each day: units of Botox and Dysport, syringes of filler, vials of Sculptra and Radiesse.
- Record lot numbers in each client's file.




- Count and reconcile product at the end of every shift. Report any difference to the Clinic Director right away.
- Track stock levels and expiry dates, check the product fridge and order supplies before we run low.

1. Keep the clinic spotless

- Keep reception, the lounge and treatment rooms clean, stocked and reset between clients.

Industry standards:
- Forms before every treatment. Intake, medical history and signed consent must be complete before the client sees the nurse. Before-and-after photos need written consent.
- Privacy. Client files are personal health information under Ontario's privacy law (PHIPA). Never discuss a client outside the clinic or confirm that someone is a client.
- Product safety. Keep injectables in the fridge at the right temperature, use the earliest expiry first and record lot numbers so every product can be traced.
- Clean and safe rooms. Clean and disinfect treatment rooms between clients. Only clinical staff handle needles and sharps.
- Pricing. Quote prices from Phorest.

What you must have
- At least 2 years in customer service or administration, ideally in a clinic, spa, salon or luxury retail.
- Working knowledge of injectables, IV therapy and facials, or the drive to master the table above within your first month.
- Comfort talking about needles, medical treatments and before-and-after results.
- Strong computer skills: MS Office, email and Google Workspace.
- The ability to handle several tasks at once, quickly and accurately.
- Works well alone and as part of a team, with a strong work ethic.
- A positive attitude, a polished appearance and a quick learner.
- Available Tuesday to Saturday.

Nice to have
- Experience using Phorest (booking, client records, memberships, retail).

Is this role for you? You'll thrive here if you:

- Love aesthetics and already follow injectables and skincare trends.
- Enjoy sales and feel proud when a client books a full treatment plan.
- Notice the details: a missing consent form, a low stock count, a client who looks nervous.

Job Type: Part-time Pay: From $22.00 per hour

Work Location: In person

📌 PLASTIC SURGERY/INJECTABLES CLINIC MANAGER (Toronto)
🏢 Phoilex
📍 Toronto