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Front-office staffing

Keep patient communication moving between visits.

Hire a local, US-based med spa patient concierge for patient welcomes, reminders, rebooking outreach, and administrative follow-up.

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When this role fits

Use this role when admin work is slowing the clinic.

  • Patients need reminders, check-ins, and rebooking touches that your clinic does not consistently send.
  • Your team wants better service without adding more in-room work.
  • The practice has approved language for administrative patient communication.
  • You want patient outreach documented in your CRM or patient communication system.
Responsibilities

What the role can own.

  • Send appointment reminders and administrative follow-ups.
  • Support rebooking outreach for eligible patients.
  • Coordinate post-treatment check-ins using approved non-clinical language.
  • Update communication notes and next steps.
  • Route symptoms, clinical concerns, or urgent issues to in-clinic staff immediately.
Screening

What to screen for.

  • Warm, polished patient communication.
  • Strong boundaries around clinical advice and escalation.
  • Attention to notes, timing, and patient preferences.
  • Comfort with CRM, phone, email, and messaging workflows.
ScrubOps model

How ScrubOps helps.

  • Documents what the concierge can own and what must be escalated.
  • Screens for service tone, detail orientation, and workflow discipline.
  • Supports launch around scripts, permissions, and communication cadence.
  • Defines patient communication expectations before the local search begins.
Recruiting fees

Recruiting: 20% of first-year base salary.

ScrubOps recruits local, US-based talent for your practice. We confirm the role scope, payment schedule, and replacement terms in your client agreement before the search begins.

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Related guides
Med spa operationsPatient concierge Front-office staffingMed spa receptionist
FAQ

Common questions about this role.

Can a patient concierge discuss aftercare?

Only within approved administrative scripts. Clinical questions or symptoms should be escalated to licensed or in-clinic staff.

Is this a sales role?

It can support rebooking and consult coordination, but the scope should be clear so patient service does not become unsupervised clinical selling.

What makes the role work?

Clear templates, patient communication rules, tool access, and a daily outreach cadence.

Need help deciding if this is the right first hire?

ScrubOps will understand your clinic’s needs and scope the local role before sourcing starts.

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