Spa Coordinator at RITACCA COSMETIC SURGERY AND M – Vernon Hills, Illinois

Position Overview

The Aesthetics Clinical Assistant supports the daily flow of the aesthetic practice by delivering an elevated, patient-first experience and keeping treatment spaces clinic-ready at all times. This role blends luxury service standards, clinical support, and operational excellence—helping Aesthetic providers stay on time while ensuring every patient feels prepared, cared for, and confident.

What You’ll Own

Patient Experience & Satisfaction

• Welcome and prepare patients with professionalism, warmth, and discretion
• Maintain patient privacy and confidentiality in every interaction (HIPAA-aligned)
• Communicate clearly and respectfully with patients and team members
• Anticipate needs and resolve issues quickly to protect the patient experience

Clinical Support & Patient Readiness

• Confirm intake forms are complete and ensure pertinent visit details are documented
• Set up treatment rooms accurately based on protocols and scheduled services
• Capture consistent pre/post treatment photos per practice standards
• Educate patients on pre/post care in a clear, supportive way and reinforce provider instructions
• Triage patient care needs to providers/leadership and support follow-up calls/messages within expected timeframes

Room Turnover & Operational Excellence

• Turn over rooms quickly and thoroughly to maintain an efficient daily schedule
• Keep treatment rooms, supply areas, and shared spaces clean, stocked, and organized
• Monitor inventory and restock supplies across clinical and patient-facing areas
• Support linen/garment flow (storage, wash/dry cycles as needed) and keep supplies available throughout the day
• Ensure equipment is cleaned routinely and available in working order

Team Culture & Support

• Cross-promote services and retail offerings with accurate, brand-aligned language
• Support front-of-house needs as appropriate (phones, scheduling support, check-in/out)
• Work collaboratively with teammates and leadership in a positive, solutions-forward way
• Demonstrate flexibility with volume shifts, events, evenings, and occasional weekends

What You Bring

• High School Diploma or equivalent
• 1+ year experience in a med spa/aesthetics/spa assistant/medical assistant-style support role. High volume support is preferred, but not required.
• Working knowledge of skin anatomy and comfort in a clinical environment
• Strong communication skills, empathy, and a patient-first mindset
• Reliable, punctual, detail-oriented, and able to multitask in a fast-paced setting
• Professional presence aligned with premium service standards
• Proficiency with EMR systems (Nextech, or similar), Microsoft Office, internet tools, and clinical photography equipment

Work Environment

• Fast-paced, high volume, large medical aesthetics setting
• Physical activity includes standing/walking, bending, lifting and carrying supplies/equipment (<25 lbs.)
• Schedule may include evenings, events, and weekends