LA ViE MD is a fast-growing, physician-led medical spa with four locations dedicated to delivering thoughtful, elevated care that helps our patients look and feel their best. We are hiring a Patient Care Coordinator to join our team and play a central role in creating exceptional patient experiences and building the practice of a new location.  As a Patient Care Coordinator, you are often the first and last interaction patients have with LA ViE MD, making your role essential in shaping how clients experience our brand. This position blends client experience, consultative sales, operations, marketing, and business development.  This role combines sales, client coordination, operations, and business development. The Patient Care Coordinator helps guide clients from their first inquiry through ongoing care by converting leads into appointments, coordinating visits, promoting services and memberships, and maintaining strong follow-up with clients.

At LA ViE MD, we believe in anticipating and elevating every patient experience, and we’re looking for someone who takes initiative, enjoys collaborating with teammates, and takes pride in delivering exceptional service. If you think this describes you, read more about your future role.

What You’ll Be Doing

      Sales and Revenue Contribution: Drive practice growth by converting incoming leads into booked consultations and treatment packages. Confidently educate clients on services, memberships, packages, and products to increase revenue.

      Delivering an Exceptional Patient Experience: Provide a warm, polished experience for every patient interaction—from check-in to check-out—ensuring patients feel welcomed, informed, and well cared for.  Educate patients on expected results using a consultative approach while ensuring full compliance with procedures and regulations.

      Relationship Building: Use every in office visit to build connections with clients and learn about their motivations for being in our office.  Maintain consistent proactive outreach to clients to ensure they understand post care, and feel happy with their experience. Encourage patients to complete online reviews during visits

      Patient Scheduling: Coordinate patient appointments and manage scheduling efficiently to maximize schedules and keep patients consistent with their treatment plans and wellness goals. Recommend services appropriately timed with their personal events and milestones.

      Inventory: Manage inventory tasks and other administrative tasks as needed to ensure the office is fully stocked and running well.

      Marketing & Community Outreach
 Cultivate relationships with local businesses, retailers, and community organizations to elevate brand visibility and generate new patient opportunities. Proactively identify and develop partnerships that align with the practice’s brand and clientele, representing the clinic in the community with professionalism and discretion.

      Events & Brand Activations: Support and help coordinate marketing activations, seasonal offerings, educational events, and webinars that promote the practice and drive patient growth. Responsibilities include event preparation, setup, guest engagement, coordination with internal team members and partners, and post-event breakdown. Events may occur during or outside regular office hours and are designed to strengthen brand presence and support revenue goals.

      Operations & Organization: Maintain a clean, organized front desk environment, complete weekly inventory checks, and help ensure the clinic operates smoothly and professionally each day.

What You’ll Bring

The ideal candidate is polished, proactive, and organized, with a natural ability to build relationships and represent a premium brand. You will help guide patients through their care journey—from scheduling and follow-up to recommending services, memberships, and products that align with their goals. In addition, we’ll want you to have the following skills and experience:

      2+ Years of Sales or Client Service Experience: Has worked in sales or client service, ideally in aesthetics, hospitality, luxury retail, wellness, or other client-facing industries that require a consultative approach to service and sales.

      Aesthetic Industry Interest: Interest in the aesthetic or wellness industry and curiosity about treatments and skincare.

      Professional and Clear Communication: Communicates clearly and with positive intent in writing and verbally with patients, vendors, and teammates while representing the LA ViE MD brand with confidence and polish.

      Team-Minded Approach: Enjoys working with others and looks for opportunities to help each other to put patients first and fulfill team responsibilities.

      Relationship Builder: Strong relationship-building skills and the ability to create a warm, welcoming, elevated environment.

      Optimistic Problem Solver: You bring new ideas forward when challenges arise, and approach problems with a “What if this works out well” perspective.

      Organizational Skills: Being highly organized and able to multi-task effectively in a fast-paced environment.

      Dependability:  Our patients and team members count on our providers to be on time (which means 15 minutes early) to all scheduled office hours. Dependable and  motivated to contribute to team success.

Location and Hours:

Our priority is to hire a full-time, on-site position at our Dublin location, approximately 40 hours per week during open clinic hours which are:  Tuesday – Thursday: 10:30am – 7:00pm, and Friday – Saturday: 9:00am – 5:30pm. Any availability preferences or restrictions should be discussed during the interview process. We will consider candidates that can work at least 24+ hours per week if the availability includes every Saturday and all evening hours.

Compensation and Benefits:

This is an hourly, non-exempt position with hourly pay and monthly bonuses that are based on existing and new patients which can be explained during the interview process. The hourly salary is usually $22.00-$24.00 an hour based on experience.  If you have additional skills and experience that can result in a modified role from above, the compensation might be higher. Full-time non-exempt employees are eligible for benefits and will be eligible for some discounts on products and services.  Paid sick time is provided in accordance with applicable law. This position is not currently eligible for paid holidays or vacation.

Medical, Dental, Vision & Life insurance. 

About LA ViE MD

The name LA ViE—inspired by the French word for “life”—reflects our belief that great wellness products and services help people lead the best version of their lives.  LA ViE MD doesn’t follow gimmicks or what is hot. Instead, we’re intentional with our practice and only sell products and services we use ourselves and know are a good fit for LA ViE’s patients.

 Our values show up every day in how we work:

      We Glow together - We lift each other up as team members and maintain optimism, even when we approach challenges.

      We Anticipate and Elevate -  Patient-Centered excellence is important to us. We build strong relationships with our patients and provide a consultative approach.

      We Honor Professionalism, Respect & Integrity -  We’re respectful of others, consider patients’ confidentiality in all situations, and present ourselves in a polished and pleasant manner.

      We’re Curious and Coachable - We seek feedback to improve service quality, demonstrate self-awareness, and bring bright ideas to create solutions.

      We’re Operationally Precise - Every detail matters to us. From processes, to charts, to our time, we’re organized and efficient.

      We’re Proud of LA ViE & Share The Glow - We all drive client outreach to grow the business and create engaging social media content.

If you’re someone who cares deeply about skincare and service—and you want to be part of a smart, supportive, and growing team—we’d love to meet you. The first step is a call with us so we can tell you more about the role. Apply and we’ll share more. 

LA ViE MD is a fast growing, physician led medical spa seeking a polished, driven, and highly organized Patient Care Coordinator and Esthetician to support the success of our Dublin location. This is a full time, on site dual role ideal for someone who enjoys aesthetics, wellness, sales, and creating an elevated patient experience.

The right candidate will be the first and last impression of LA ViE MD while also supporting esthetic services, front office operations, clinic flow, and the day to day needs of a growing practice. This role is especially important during the opening phase of the clinic, so we are seeking someone who is flexible, proactive, polished, and excited to help build something exceptional.

Licensed estheticians are strongly encouraged to apply. Training is available for the right candidate.

Responsibilities

Serve as the first point of contact for all patients and leads, delivering a warm, professional, and luxury level experience

Convert incoming leads into booked consultations and treatments through prompt, polished, and effective follow up

Manage scheduling, confirmations, rescheduling, and patient communication to support provider productivity and smooth clinic flow

Provide a high level patient experience from check in to check out

Educate patients on services, memberships, skincare, and products in a consultative and professional manner

Support patient retention through proactive follow up, rebooking, and ongoing relationship building

Assist with front office operations, administrative tasks, inventory organization, and maintaining a clean and elevated clinic environment

Support opening and closing duties, clinic setup, and the operational needs of a new and growing medical spa

Perform esthetic services if licensed and trained, based on clinic needs and role development

Assist with events, community outreach, and marketing efforts that support brand awareness and patient growth

Qualifications

Two or more years of experience in sales, client service, hospitality, aesthetics, luxury retail, wellness, or another high touch client facing environment preferred

Strong communication skills and ability to build rapport with patients in a polished and professional manner

Highly organized, dependable, proactive, and comfortable multitasking in a fast paced setting

Strong interest in aesthetics, skincare, wellness, and patient experience

Ability to support both front office and hands on clinic needs as the practice grows

Esthetician license strongly preferred

Aesthetics experience preferred but not required for the right candidate

Training available for the right candidate who is aligned with the brand, role, and growth goals of the practice

Compensation and Benefits

This is an hourly, non exempt position. Pay is typically $22.00 to $24.00 per hour based on experience, plus monthly bonus opportunities tied to both new and existing patients. Additional incentives are available and full bonus details will be discussed during the interview process.

Full time, non exempt employees are eligible for benefits and may also receive discounts on products and services.

Schedule and Location

Full time, on site

Dublin, California

Tuesday through Saturday

9:00 AM to 6:00 PM

This is a firm full time position. Part time availability is not being considered at this time.

At LA ViE MD, our Medical Assistants are hands-on clinical partners who keep the patient experience safe, seamless, and elevated. You’ll support providers before, during, and after treatments—from prepping and resetting rooms to assisting with procedures, documenting notes, and guiding patients through pre- and post-care steps. This role blends technical excellence with warm hospitality: ensuring each patient receives personalized luxury care while providers focus on delivering results. Success in this role means moving fast, staying organized, and bringing a calm, confident and positive presence into every interaction. 

What You’ll Be Doing

Core Clinical Support

• Support providers to ensure smooth and efficient patient care. Assisting  with procedures, including clinical setup, documentation, preparing and administering injections as directed, applying numbing agents, and confirming all required consents. 
• Adhere to universal precautions including managing sharps safety supplies, and biohazard disposal. 
• Prepare rooms before each patient per provider preferences and clean/reset rooms after treatments, ensuring turnover within 5 minutes and completion at the beginning and end of day per checklist.
• Maintain patient privacy (HIPAA) and confidentiality at all times by avoiding discussion of patient treatments in public or shared spaces and proactively offering private areas for sensitive conversations.
• Report safety concerns immediately to a Lead or Manager and follow established protocols when a patient shows signs of risk, injury, or adverse reaction.
• Demonstrate consistent curiosity and knowledge growth by becoming knowledgeable on all of LA ViE MD’s products and services, attending training as requested, and seek out additional training or support when there are knowledge gaps. 
• Medical Assistants may not alter dosages or provide medical advice and must defer all clinical decisions to a licensed nurse or physician.   

Patient Experience & Hospitality

• Deliver a high-touch patient experience by warmly greeting patients, escorting them to treatment rooms, offering refreshments, and anticipating patient needs.
• Build trust and rapport with patients through regular check-ins during the numbing period, using these interactions to reinforce treatment plans and support patient confidence in recommended services and products.
• Follow post-care education and protocols. Proactively call patients after specific treatments to ensure no adverse reactions; and maintain detailed log of adverse reactions. Keep the doctor informed of these situations. 
• Support front desk during busy times with check-ins/check-outs or during break times of patient care coordinators.  

Operational and Administrative Support

• Keeping the clinic organized by performing AM/PM checklists fully every day and without reminders.  
• Documenting and charting as required which includes uploading documents, keeping treatment notes current and documenting numbers for toxins, fillers, vials, and disposables.
• Manage before/after pictures following clinic SOP and as requested by the doctor.
• Assist with follow-up scheduling as directed by providers.

Sales Support 

• Understand services and skincare products to answer questions, support product recommendations, and educate patients on post-care and skincare routines.
• Assist staff with product pulls, retail bag preparation, restocking, and pricing accuracy.
• Support event planning and event project execution as needed.   

Additional Expectations

• Role modeling the LA ViE MD Culture and attributes which include representing the LA ViE MD brand in a professional and polished manner at events and online. 
• Being efficient with time management and respecting other providers' time to support everyone on the team to reach their goals and achieve the expectations of their individual roles.    

Requirements:

• 1+ year of medical assistant experience - preferably in a medical spa environment.  (Candidates with more experience are encouraged to apply).
• Experience in a high-touch elevated client service environment is preferred
• Willingness and ability to demonstrate dependability, confidentiality and consistency in the office environment. 
• Empathetic and consultative approach with clients.  

Location and Hours:

Our preference is to hire a full-time, on-site position at our Danville location, approximately 40 hours per week. Clinic hours are currently Monday–Friday 9:00am–6:00pm, and Saturday 9:00am–2:00pm; however, we will be adding 1-2 later nights where the practice is opened until 8:00pm.  Any availability preferences or restrictions should be discussed during the interview process. We will consider candidates that can work at least 24+ hours per week.

Compensation and Benefits:

This is an hourly, non-exempt position with a pay range of $21.00–$26.00, based on relevant experience and candidate level. Full-time non-exempt employees are eligible for benefits.  The Medical Assistant position will also be eligible for some free medical spa treatments, and discounts on products and services. Paid sick time is provided in accordance with applicable law. This position is not currently eligible for paid holidays or vacation.

We’re building more than a medspa—we’re building a collaborative, supportive team that delivers an exceptional patient experience every time. We value your ideas, not just your hands. If you're motivated to grow with us, contribute to our vision, and make an impact, we’d love for you to continue reading below and apply today!

What You’ll Be Doing

     Performing High-Quality Services: Deliver a wide range of cosmetic medical treatments offered at LA ViE MD, including lasers, fillers, neuromodulators (Botox, Daxxify, Dysport.), body contouring (Emsculpt Neo), and hair restoration therapies (PRP, Exosome Therapy). Administer medications and treatments as prescribed by the physician.

     Patient Service Excellence: Anticipate patient needs and elevate every experience. Greet patients warmly, escort them to treatment rooms, and ease concerns with empathy and patience. Educate patients on expected results using a consultative approach while ensuring full compliance with procedures and regulations.

     Build Relationships & Drive Return Business: Build trust with patients by getting to know the patient personally and recommending services that align with their needs and budget. Be a consultative partner by providing clear guidance and expectations on procedures, aftercare, discomfort and expected outcomes to build loyalty and encourage repeat visits.  Call clients after visits to ensure clients understand post care, feel satisfied with treatments, increase client reviews, and schedule next visits to increase productivity.

     Operational Integrity: Using our EMR system to document visits and scribe during appointments (don’t worry—we’ll train you, but staying on top of this is key).Maintaining accurate, detailed, and timely medical records is essential in this role.

     Growing Patient Business: Creating fun and polished social media reels that increase business and match the LA ViE MD brand.

     Keeping Things Polished: Keeping treatment rooms organized, clean, and beautifully stocked so every visit feels premium and professional.

     Showing Coachability and Being a Team Player: Assist nurses and the doctor during cosmetic and medical dermatology procedures to support patients, your colleagues, and expand your clinical knowledge.

     Being Dependable:  Our patients and team members count on our providers to be on time (which means 15 minutes early) to all scheduled office hours.

What You’ll Bring:

     Active RN/NP/PA License with at least 5+ years of experience injecting neuromodulators and dermal fillers

     Experienced with various brand types of injectables and a willingness to be open to different injectables and techniques is important.

     Ability to keep schedule busy through getting repeat clients and new clients through your own outbound and social media efforts instead of solely relying on corporate marketing. 

     Exudes positive energy and is optimistic when challenges present themselves.

     Naturally or skillfully builds connections with others by having a good sense of social cues, remembering important details about others and knowing the balance of how much to ask a patient and how much to share about yourself.

     Organized and efficient: you’re someone who proactively looks for gaps in schedules to get them filled and maximizes time with other activities when it’s not.

     Willingness to learn and participate in continuing education/training

     Knowledge on technical and anatomical trends for aesthetic treatments and general curiosity about skincare and cosmetic treatments. Track record of being dependable, prompt and time efficient with references that can speak to this.

What We Offer

     Ongoing hands on paid training

     Supportive, physician led team focused on patient care

     Productivity based incentives

     Latest cutting edge technology

     Full-time or Part-Time roles

     Discount on services (and some products or services will be free depending the hours worked, tenure, and other factors).

Location and Hours:

Our preference is to hire a part-time, on-site position at our Livermore location, approximately 13-22 hours per week.  Clinic hours are currently Monday-Friday 9:00am–5:30pm, and Saturdays 9:00pm-2:00pm. Any availability preferences or restrictions should be discussed during the interview process. We will consider candidates that can work at least 15+ hours per week.

Compensation and Benefits:

This is an hourly, non-exempt position with a pay range of $60-$110+ hour which is a combination of hourly income and productivity income. Productivity is a reflection of how busy your schedule is which will be directly related to your ability to gain new clients and book repeat clients.  Full-time non-exempt employees are eligible for benefits. The Aesthetic Nurse will also be eligible for some free medical spa treatments, and discounts on products and services. Paid sick time is provided in accordance with applicable law. This position is not currently eligible for paid holidays or vacation.

About LA ViE MD

The name LA ViE—inspired by the French word for “life”—reflects our belief that great wellness products and services help people lead the best version of their lives.  LA ViE MD doesn’t follow gimmicks or what is hot. Instead, we’re intentional with our practice and only sell products and services we use ourselves and know are a good fit for LA ViE’s patients.

Our values show up every day in how we work:

     We Glow together - We lift each other up as team members and maintain optimism, even when we approach challenges.

     We Anticipate and Elevate -  Patient-Centered excellence is important to us. We build strong relationships with our patients and provide a consultative approach.

     We Honor Professionalism, Respect & Integrity -  We’re respectful of others, consider patients’ confidentiality in all situations, and present ourselves in a polished and pleasant manner.

     We’re Curious and Coachable - We seek feedback to improve service quality, demonstrate self-awareness, and bring bright ideas to create solutions.

     We’re Operationally Precise - Every detail matters to us. From processes, to charts, to our time, we’re organized and efficient.

     We’re Proud of LaViE & Share The Glow - We all drive client outreach to grow the business and create engaging social media content.

If you’re someone who cares deeply about skincare and service—and you want to be part of a smart, supportive, and growing team—we’d love to meet you. The first step is a call with us so we can tell you more about the role. Apply and we’ll share more.