Open Positions at Chicago Breast & Body

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Front Office & Patient Acquisition Coordinator (Downtown Chicago)

Job Summary: 

We are seeking an experienced Front Office & Patient Acquisition Coordinator to manage daily front office operations and serve as the first point of contact for our patients.

You will run the front desk and own the early stages of the patient journey. This includes reception, scheduling, payments, and disciplined follow up to convert inquiries into consultations. You will work closely with surgeons, patient coordinators, and marketing to deliver a smooth, professional experience for every patient.

Key Outcomes:

• Convert qualified leads into scheduled consultations and keep no-show rates low
• Maintain same-day response times for new inquiries and within 24 hours for follow ups
• Keep the schedule accurate and fully utilized while protecting provider time
• Deliver clean, compliant, and friendly front office operations throughout the day

Core Responsibilities

Patient-facing reception

• Greet patients, check them in and out, verify IDs and insurance if applicable, and manage waiting room flow
• Answer phones, texts, emails, and web chat using approved scripts and brand voice
• Confirm appointments, handle reschedules and cancellations, and manage waitlists
• Collect payments, post charges, issue receipts, and reconcile daily batches

Scheduling and coordination

• Build and maintain provider calendars in the EHR and practice management system
• Prepare next-day schedules, charts, and pre-visit instructions
• Coordinate consults, pre-ops, labs, imaging, and post-op follow up appointments as needed
• Track no-shows and late cancellations, execute recovery outreach, and document outcomes

Lead intake and conversion

• Triage inbound leads from phone, form fills, chat, text, email, and all referral sources
• Qualify interest, educate on services, and schedule consultations
• Run structured follow up cadences for unbooked leads and post-consult prospects
• Log all activities in the CRM, keep statuses accurate, and report weekly pipeline metrics
• Prepare and deliver a lead tracking and conversion report to Management & Marketing every month

Office operations

• Open and close the office, including room readiness, supplies, and cleanliness checks
• Provide vendor support and manage front office equipment
• Maintain standardized email and phone scripts, and escalation paths
• Capture and relay patient feedback. Escalate service issues promptly

Success Metrics

• Lead to consultation conversion rate (benchmark will be provided upon hire)
• Time to first response for new inquiries
• Show rate for consultations and appointments
• Patient satisfaction scores and review requests completed
• Data hygiene in EHR and CRM, including complete documentation
• Daily payment reconciliation accuracy

Minimum Qualifications:

• 3-5 years of medical office experience with 1-2 years in a supervisory role
• Proficiency with EHR systems, practice management software and CRM/lead management tools
• Proven ability to manage leads and convert inquiries into appointments with a sales-minded approach
• Exceptional customer service and organizational skills with strong attention to detail
• Knowledge of HIPAA compliance and medical terminology Bachelor’s degree preferred

Ideal Candidates:

• Customer Service Excellence: Warm, professional demeanor with exceptional interpersonal skills to create positive first impressions and build lasting patient relationships in a high-end aesthetic practice environment.
• Sales & Lead Management Expertise: Proven track record of converting inquiries into consultations, nurturing leads through follow-up, and contributing to practice growth with a results-driven mindset.
• Organization: Superior multitasking abilities to manage patient flow, scheduling demands, team supervision, and administrative duties simultaneously in a fast-paced surgical practice.
• Aesthetic/Plastic Surgery Experience: Prior experience in plastic surgery, medical aesthetics, or elective procedures is highly desirable; familiarity with cosmetic terminology and patient expectations is a strong asset.
• Leadership & Team Collaboration: Natural leader who can supervise front desk operations while working seamlessly with surgical staff, patient coordinators, and marketing to ensure cohesive patient care and operational efficiency.
• Tech-Savvy Problem Solver: Quick learner with strong technical aptitude and critical thinking skills to troubleshoot systems, adapt to new software, and implement process improvements proactively.
• Detail-Oriented & Reliable: Meticulous attention to detail in payment processing, patient documentation, and office preparation; dependable team member who takes ownership of opening/closing responsibilities.

Compensation:

Hourly + commission potential based on lead conversion and practice growth performance.

Benefits:

Paid Time Off, Health, Vision, Dental, 401k

Application Process:

Interested candidates should submit a resume and cover letter detailing relevant experience and qualifications to [email protected]

Applications will be reviewed on a rolling basis until the position is filled.

Equal Opportunity Employer: We are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

This job description is a guide to the primary duties and responsibilities of the role but is not intended to be an exhaustive list of all duties that the incumbent may be required to perform.

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