Procedure Coordinator -Dermatology

Salary: depends on qualifications

PROCEDURE COORDINATOR

Surgical & Aesthetic Procedures | flexible - hourly | Hybrid

ABOUT THE ROLE

We are seeking an exceptional Procedure Coordinator to serve as the operational backbone of our surgical and aesthetic practice. This role is ideal for someone who takes genuine pride in delivering a seamless patient experience, and brings both warmth and precision to everything they do.

As the Procedure Coordinator, you will serve as the primary point of contact for patients undergoing surgical and aesthetic procedures guiding them with care from initial consultation through post-procedure follow-up. You will also be responsible for the behind-the-scenes logistics that keep our practice running smoothly, including equipment readiness, inventory management, and cross-team coordination.

KEY RESPONSIBILITIES

Scheduling & Coordination

• Oversee and manage scheduling of all surgical and aesthetic procedures across providers and locations
• Maintain accurate, up-to-date scheduling systems and ensure zero scheduling conflicts
• Anticipate scheduling needs and proactively resolve conflicts before they impact patients or staff

Patient Communication

• Serve as the primary point of contact for all procedure-related patient communication
• Deliver pre-procedure instructions, preparation reminders, and post-care follow-up with warmth and clarity
• Respond promptly to patient questions and concerns via phone, text, and email
• Ensure every patient interaction reflects the high standard of care our practice is known for

Surgical Equipment & Inventory

• Ensure all surgical equipment is properly prepared, sterilized, and available for each scheduled procedure
• Ensure maintenance of equipment - including sharpening and repairs
• Maintain detailed surgical supply inventory and reorder proactively to prevent shortages
• Track and log equipment usage, maintenance schedules, and expiration dates
• Coordinate with vendors and suppliers to ensure timely delivery of surgical materials
• Ensure that we are optimizing our supplied financially

Injectable Inventory Management

• Manage full injectable inventory including neurotoxins, dermal fillers, and related aesthetic products
• Track product expiration dates, usage rates, and reorder thresholds with precision
• Maintain accurate records of injectable stock levels and reconcile inventory regularly
• Liaise with representatives and distributors to maintain optimal stock

Administrative & Workflow

• Build and maintain operational checklists, workflows for support staff
• Collaborate closely with providers, clinical staff, and front office for seamless team communication

QUALIFICATIONS

Required

• 1+ years of experience in a dermatology, plastic surgery, or medical aesthetics practice
• Strong working knowledge of dermatology and aesthetic procedures both surgical and non-surgical
• Working familiarity with skin cancer and skin surgery
• Familiarity with common injectables
• Exceptional written and verbal communication skills with a naturally warm, patient-first tone
• Superior organizational skills with demonstrated ability to manage multiple priorities simultaneously
• High proficiency in typing and electronic health record (EHR) documentation
• Experience with scheduling platforms and medical practice management software
• Meticulous attention to detail especially in documentation, inventory, and patient instructions

Preferred

• Experience with Modmed
• Background in surgical coordination or OR/procedure room scheduling
• Experience managing pharmaceutical or medical supply inventory
• Medical assistant certification or equivalent clinical training

WHO YOU ARE

• You are a natural organizer who finds genuine satisfaction in systems, checklists, and airtight workflows
• You communicate with warmth and professionalism patients feel cared for after every interaction
• You are proactive, not reactive you anticipate needs before they become problems
• You take ownership of your role and hold yourself to a high standard without being asked
• You are a true team player who contributes positively to team culture and elevates those around you

WHAT WE OFFER

• Competitive compensation commensurate with experience
• Contribution to Health, dental, and vision benefits for full time team members
• Paid time off and holiday schedule
• Access to aesthetic treatments and employee discounts
• A collaborative, uplifting and growth-oriented team environment
• Ongoing training and professional development opportunities