Licensed Clinical Esthetician

DESCRIPTIVE SUMMARY

The Spa Concierge & Medical Esthetician is responsible for creating an exceptional patient experience while supporting both the administrative and clinical functions of the Aesthetics/Spa department. This position serves as a primary point of contact for patients, providing outstanding customer service from initial inquiry and scheduling through treatment and checkout.

This role combines spa concierge responsibilities—including patient registration, scheduling, education, retail product support, payment processing, and inventory management—with the delivery of aesthetic services within the individual's scope of practice and under appropriate provider direction.

The Spa Concierge & Medical Esthetician works collaboratively with providers, schedulers, and other team members to help patients achieve their aesthetic goals while ensuring a professional, efficient, safe, and welcoming experience.

 FUNCTIONS

 Patient Experience & Concierge Services

• Serve as a primary point of contact for patients by phone, in person, and electronically while providing professional and courteous customer service.
• Create a 5-star patient experience throughout the entire visit, from check-in through treatment and checkout.
• Monitor incoming patient calls and obtain information necessary to complete registration and scheduling.
• Schedule cosmetic and aesthetic appointments with the appropriate provider and for the appropriate procedure.
• Work closely with the spa scheduler, providers, and other team members to obtain necessary patient information and facilitate an efficient check-in and checkout process.
• Educate patients regarding available aesthetic procedures, skincare products, treatment expectations, and appropriate pre- and post-treatment care.
• Assist patients with retail skincare product selection based on individual needs and treatment recommendations.
• Process cosmetic service fees, product purchases, copayments, and other applicable payments accurately.
• Schedule follow-up appointments and assist with general office and reception duties as needed.
• Address patient concerns professionally and calmly, resolving issues when appropriate or escalating them to the appropriate team member.

 Aesthetic Treatment Services

• Perform aesthetic treatments within the individual's licensure, training, scope of practice, and organizational protocols.
• Provide laser services under the direction and consent of an appropriately licensed provider.
• Perform laser hair removal and light-based treatments as authorized.
• Provide CoolSculpting treatments in accordance with established protocols.
• Perform facials, chemical peels, waxing, and other approved skin and body treatments.
• Provide skincare procedures permitted by applicable state regulations and authorized by North Idaho Dermatology.
• Assess patient skin and aesthetic concerns within the scope of the position and recommend appropriate treatments and skincare products.
• Provide appropriate pre-treatment and post-treatment skincare regimens and education.
• Follow established treatment protocols and seek provider guidance or supervision when required.
• Notify the appropriate medical provider of patient concerns, contraindications, treatment complications, or noncompliance as appropriate.

 CLINICAL OPERATIONS & PATIENT CARE

• Prepare treatment rooms according to scheduled procedures and anticipate additional treatment needs when appropriate.
• Explain treatment procedures, expectations, risks, and aftercare instructions within the scope of the position.
• Ensure required treatment consents are completed according to organizational protocols.
• Provide patients with educational materials and instructions appropriate to their individual skin type, condition, procedure, or treatment plan.
• Maintain a clean, organized, professional, and patient-ready treatment environment.
• Clean and reset treatment rooms following patient visits.
• Perform appropriate cleaning, disinfection, and sterilization of medical instruments and equipment in accordance with established policies and procedures.
• Follow all infection-control, safety, and clinical protocols applicable to the services performed.

 DOCUMENTATION & ADMINISTRATIVE RESPONSIBILITIES

• Complete accurate and timely documentation in the practice management system and electronic medical record (EMR).
• Document patient visits using appropriate medical terminology, accurate spelling, and thorough clinical information.
• Capture and upload patient photographs to the appropriate EMR system when required.
• Maintain patient records and documentation in accordance with organizational policies and applicable regulatory requirements.
• Assist the spa scheduler and other administrative team members as needed.
• Answer telephones, assist patients, schedule follow-up appointments, post payments, and perform other general office functions as assigned.

PRODUCT, SUPPLY & INVENTORY MANAGEMENT

• Maintain current knowledge of skincare products, aesthetic services, and treatment options offered by North Idaho Dermatology.
• Educate patients on appropriate retail skincare products and home-care regimens.
• Maintain appropriate inventory levels for retail products, samples, backbar products, treatment supplies, and consumable items.
• Maintain sample inventory and follow established inventory protocols.
• Stock treatment and exam rooms to ensure supplies are available for scheduled services.
• Monitor supply levels and notify the appropriate team members of needed products or supplies to prevent shortages.
• Assist with product and treatment promotion and other approved marketing efforts as appropriate.

 COMPLIANCE & PROFESSIONAL STANDARDS

• Maintain patient confidentiality and privacy in accordance with North Idaho Dermatology policies and HIPAA requirements.
• Perform all services in accordance with applicable laws, regulations, licensure requirements, organizational policies, and established clinical protocols.
• Maintain all required licenses, certifications, and training applicable to services performed.
• Demonstrate professionalism, sound judgment, accountability, and respect in interactions with patients, providers, coworkers, and vendors.
• Cross-train and assist in other departments as operational needs require.
• Travel to or provide coverage at satellite locations as needed.
• Perform other duties and responsibilities as assigned.
• Competencies-
  • Interpersonal skills
  • Detail Oriented
  • Ambitious
  • Independent

POSITION REQUIREMENTS (REQUIRED & PREFERRED)

• Idaho Esthetician License.
• Require the recommended state hours of esthetic education hours.
• Experienced with Electronic Medical Records (EMR) keeping system preferably EMA. 
• Medical scribing.
• Possesses wide-ranging knowledge of skin care treatment, elective services and products.
• Excellent communication skills.
• Ability to work as a team member.
• Well-organized with attention to detail.
• Ability to manage multiple projects simultaneously.
• Treats patients and co-workers with respect.

SUPERVISORY RESPONSIBILITY

No direct report

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are the representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions:

• Physical demands: While performing the duties of this job, the employee is required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; eye-hand coordinator; stoop; talk or hear. The employee must occasionally lift/or move up to 50 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

Work environment: General office setting. Constant contact with individuals from any backgrounds; minimum exposure to communicable diseases. Noise level in the work environment is usually moderate.