Sales & Patient Coordinator – Aesthetics Clinic

About the Role
Our client is a growing aesthetics clinic looking for a proactive, personable, and sales-focused Sales & Patient Coordinator to take ownership of their lead follow-up and appointment-setting process.
The clinic is actively running advertising campaigns and generating new enquiries, while also looking to reactivate previous clients. The successful candidate will play a key role in making
 sure no potential patient falls through the cracks and that the clinic's schedule remains consistently full.
This is an ideal opportunity for someone with experience in sales, appointment setting, patient coordination, or a medical/aesthetics environment who is confident communicating with people and motivated by converting leads into booked appointments.
Key Responsibilities
● Respond promptly to new leads generated through the clinic's advertising campaigns.
● Follow up with prospective patients via phone and other communication channels.
● Conduct reactivation campaigns with previous and existing clients.
● Answer incoming calls and provide a warm, professional first point of contact.
● Build rapport with prospective and existing patients while demonstrating empathy and understanding.
● Identify patient needs and confidently guide them toward booking an appointment.
● Manage and maintain the clinic's sales pipeline.
● Follow up consistently with leads who have expressed interest but have not yet booked.
● Keep patient and lead information organised and up to date within the clinic's EMR system.
● Ensure interested prospects are moved efficiently from enquiry through to scheduled appointment.
● Help maximise the clinic's appointment calendar and minimise missed opportunities.
● Provide a positive, energetic, and professional experience during every patient
interaction.

What We're Looking For

The ideal candidate will be:
● Sales-driven and hungry to convert leads into appointments.
● Highly organised and capable of managing multiple leads and follow-ups.
● Confident and comfortable speaking with people over the phone.
● Naturally warm, friendly, empathetic, and compassionate.
● An excellent communicator with strong interpersonal skills.
● Proactive rather than someone who needs constant direction.
● Reliable and available during agreed working hours.
● Comfortable working independently and taking ownership of the sales pipeline.
● Motivated by targets, results, and keeping the appointment schedule full.
● Professional and confident when dealing with prospective patients.

Experience

Previous experience in the medical or aesthetics industry is strongly preferred, as
familiarity with the patient journey and clinic environment would be highly beneficial.
Experience in any of the following would also be valuable:
● Appointment setting
● Sales development
● Lead generation or lead follow-up
● Patient coordination
● Medical reception
● Aesthetics or cosmetic clinics
● Customer service
● Healthcare administration
Experience with an Electronic Medical Record (EMR) system is a plus. The client currently uses Pabau, although specific experience with this system is not essential.

The Ideal Personality

We're looking for someone who is energetic, organised, communicative, and genuinely enjoys speaking with people.   You should sound enthusiastic when answering the phone, be comfortable taking initiative, and have the drive to keep following up until a lead either books or clearly opts out.   Someone who is frequently unavailable, poorly organised, or slow to communicate would not be a good fit for this role.

What Success Looks Like

Within the first 60–90 days, you will be expected to take ownership of the clinic's sales pipeline, ensuring that new enquiries and existing client reactivation opportunities are consistently followed up and converted into appointments.
The ultimate goal is simple:
Keep the clinic's schedule full by making sure every viable lead receives timely,
professional, and persistent follow-up.

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