Client Relations Coordinator in Windham, Maine at CMS-ME LLC

Position Overview:

Confident Med Spa is a premier medical aesthetics practice serving New Hampshire and Maine. Since opening in 2022, we have experienced rapid growth by providing exceptional client care through a team of skilled nurses and nurse practitioners, supportive leadership, advanced technology, and ongoing professional development.

We are seeking a friendly, organized Client Relations Coordinator to join our team. This role is responsible for creating an outstanding client experience by managing front desk operations, coordinating patient communications, and supporting providers with functional medicine, telehealth, and aesthetic services. The ideal candidate is eager to assist both inside and outside of treatment rooms and thrives in a fast-paced, team-oriented environment.

Responsibilities

• Manage scheduling, phone/online inquiries, check-in/out, intake forms, and patient records

• Handle invoicing, quoting, and payment collection

• Drive retention through outreach, follow-up, and client education on services and promotions

• Support marketing, retail inventory, and front-of-house operations

• Prepare patients for visits and assist providers with wellness exams, hormone therapy, weight management, IV and peptide therapy

• Collect vitals, health history, and lab specimens; administer injections within scope

• Document encounters accurately in the EMR

• Support virtual visits: onboarding, tech readiness, consent, and follow-up communication

• Coordinate labs, prescriptions, and testing kits for telehealth patients

• Assist with laser, body contouring, facial, and IV hydration treatments and related patient education

• Maintain treatment room readiness and equipment/supply inventory

• Deliver a concierge-style experience and serve as a consistent point of contact for patients

• Escalate clinical concerns appropriately; support scheduling, referrals, and retention initiatives

• Follow OSHA, HIPAA, infection control, and laser safety protocols; maintain clean, stocked treatment and front-of-house areas

• Participate in training, chart audits, and team meetings

• High school diploma; Medical Assistant certification or relevant training

• Current CPR/BLS certification required; phlebotomy certification preferred

• 2+ years of customer service experience; medical aesthetics or sales experience a plus

• Comfortable with EMRs, telehealth platforms, POS systems, and Microsoft products

• Strong communication, organization, and multitasking skills; friendly, self-motivated, detail-oriented

• Able to work one weekend a month; some evenings as needed

• Able to stand for extended periods and lift up to 25 lbs