Luxury Patient Experience Coordinator

Build a Career Inside One of the Most Modern Medical Aesthetics & Wellness Practices

The Position

RUMA Medical is seeking a high-performing Luxury Patient Experience Coordinator to join our growing team.

This is not a traditional “front desk” position.

This is a high-impact career opportunity for someone who thrives in hospitality, communication, patient experience, operations, and relationship-building inside a fast-growing luxury medical aesthetics and wellness environment.

At RUMA, the Patient Experience Team is one of the most important departments in the company. You are the first impression of the brand, the voice of the business, and a major contributor to patient conversion, retention, scheduling efficiency, and overall practice growth.

The right person in this role understands that modern patient experience is about much more than answering phones. It is about creating exceptional experiences, building trust, driving patient relationships, supporting revenue growth, and helping patients feel confident and cared for from the very first interaction.

We are not looking for someone seeking a temporary position.

We are looking for someone who wants to grow with a company, develop professionally, become an integral part of a high-performance team, and build a long-term career in the medical aesthetics and wellness industry.

**Do not apply to this position if you are looking to move departments within a year. This is for guest services only.

Who We Are?

RUMA Medical is a leader in advanced medical aesthetics, skin health, functional medicine, and wellness.

Our mission is to empower individuals by nurturing both their internal and external well-being, helping people build confidence, vitality, and self-worth that positively impacts every area of their lives.

We are committed to:

Our team is passionate, growth-oriented, collaborative, and committed to excellence in everything we do.

About The Role

This role plays a critical operational and patient-facing position within the organization.

You will help manage a thriving schedule for multiple providers while overseeing communication with patients, supporting practice flow, maximizing scheduling efficiency, and ensuring an elevated guest experience at every touchpoint.

This role requires someone who is:

You must be able to work independently while maintaining professionalism, urgency, hospitality, and attention to detail at all times.

The Ideal Candidate

The ideal candidate is someone who:

Is exceptional on the phone and confident communicating with patients

Naturally builds rapport and relationships quickly

Is sales-oriented and motivated to help convert consultations and bookings

Understands the importance of patient retention and follow-up

Thrives in fast-paced, high-performance environments

Is highly organized and operationally strong

Is tech-savvy and comfortable learning systems quickly

Takes initiative and solves problems independently

Maintains a polished, professional, and positive presence

Wants a long-term career opportunity with growth potential

Is comfortable with accountability, KPIs, and performance expectations

Loves hospitality, luxury service, and patient care

Medical aesthetics or wellness experience is a plus, but not required for the right person with strong communication, hospitality, operational, and customer service skills.

Key Responsibilities:

Deliver a world-class patient experience from first interaction to checkout
Manage reservations, scheduling, check-in, and check-out processes efficiently
Maintain exceptional phone etiquette and communication standards
Support patient conversion, retention, and rebooking efforts
Help maximize provider schedules and operational efficiency
Maintain knowledge of RUMA's services including:
- Aesthetic Injectables
- Skin Health
- Functional Medicine
- Wellness Services
Assist with opening, closing, and operational responsibilities
Process patient financing, rewards programs, VIP memberships, and applicable credits

Accurately manage point-of-sale transactions and patient accounts
Maintain organization, cleanliness, and professionalism throughout the practice
Assist with retail merchandising and inventory awareness
Participate in marketing initiatives, promotional events, and social media content
Support overall office flow, patient communication, and practice growth initiatives
Uphold all HIPAA, OSHA, and patient privacy standards
Maintain RUMA’s appearance, professionalism, and culture standards

What Success Looks Like In This Role:

The right person understands that this role directly impacts:

Patient satisfaction

Online reputation

Conversion rates

Rebooking percentages

Provider efficiency

Revenue growth

Patient loyalty and retention

This role is a major growth lever for the business and an opportunity to become an essential part of a rapidly growing organization.

Qualifications:

This position is extremely important because the front desk is ultimately the first impression of the brand and a major driver of patient conversion, retention, and overall experience.

Before I step into the interview process directly, I’d like the team to help shortlist qualified candidates first.

Here’s what we should specifically be looking for:

Exceptional on the phone with strong communication skills
Naturally sales-oriented and hungry to close consultations and bookings
High energy with a positive and professional presence
Tech-savvy and comfortable learning systems quickly
Organized and operationally minded
Able to multitask in a fast-paced environment
Looking for a long-term full-time career opportunity, not just a temporary job
Strong follow-up and patient relationship skills
Comfortable with KPIs, accountability, and performance expectations

Medical Aesthetics / Wellness background is not a must but would be super helpful
Minimum 2 years of guest service, hospitality, luxury retail, wellness, or patient experience
Strong communication and relationship-building skills
Strong multitasking and organizational abilities
Positive, professional, and coachable attitude
Strong attention to detail and follow-through
Comfortable with technology and learning new systems
Punctual, reliable, and dependable
Able to maintain composure and professionalism under pressure

Not The Right Fit

This role is not ideal for:

Someone looking for a temporary position

Someone wanting to switch departments within a year

Someone uncomfortable with accountability or performance expectations

Someone who struggles in fast-paced environments

Someone who avoids technology or operational systems

Someone unwilling to jump in and help the team wherever needed

Growth Opportunity

At RUMA, we believe in investing in great people.

The right person will have the opportunity to:

Hiring Process

Our leadership team will initially shortlist qualified candidates who align with RUMA’s culture, professionalism, and operational standards.

Final interviews and evaluations will then be conducted for top candidates.

Apply Now

If you are passionate about hospitality, patient care, operational excellence, and building a long-term career within medical aesthetics and wellness, we would love to hear from you.

Thank you,

Shelby Miller

Schedule a Consultation

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