Front Desk Associate
What We’re About
Aesthetx is the Bay Area’s premier destination for plastic surgery and medical aesthetics, with three locations across Los Gatos, Menlo Park, and Greenbrae. We are home to five elite physicians and ten midlevel providers who deliver exceptional outcomes in a setting built around patient experience and clinical excellence.
We are hands-on, high-standard, and deeply invested in the people who make this practice what it is — our physicians, our team, and our patients.
Our vision: To be the permanent home for plastic surgery and aesthetics — defined by elite physicians, exceptional patient experience, and a team that holds itself to the highest standard.
WHAT DRIVES US:
— Operational Excellence
We hold ourselves to high standards and move with velocity. Good enough is never the goal.
— People First
Everything starts with people — our physicians, our teams, and our patients. Culture is not an afterthought.
— Built to Scale
We are building the infrastructure, systems, and team that will support a national platform — starting now.
The Role
The Front Desk Associate is the first and last impression of Aesthetx — and we take that seriously. You own the front-of-house experience from the moment a patient walks through the door to the moment they leave, ensuring every touchpoint reflects the standard of care and professionalism that defines this practice.
This is not a passive administrative role. You will manage a high-volume schedule, handle sensitive patient interactions with poise, and keep the practice running on time and on standard. You are the connective tissue between our patients, our clinical team, and our operations — and your attention to detail directly impacts the patient experience and the business.
Aesthetx — Patient Experience
Front Desk Associate — Role Scope & Responsibilities
The ideal candidate brings warmth, precision, and a genuine love of people. You’re energized by a fast-moving environment, you don’t let things fall through the cracks, and you hold yourself to the same high bar we hold everyone on this team.
Core Responsibilities
Patient Experience & Front-of-House
— Greet every patient with warmth and professionalism — set the tone for the entire visit
— Manage patient check-in and check-out with accuracy and efficiency
— Ensure the waiting area and front desk are immaculate and on-brand at all times
— Anticipate patient needs and proactively address questions, concerns, or wait times
— Handle sensitive interactions — patient complaints, concerns, or difficult conversations — with calm, empathy, and good judgment
Scheduling & Appointment Management
— Own the daily schedule — confirm appointments, manage cancellations, and minimize gaps
— Book new patient consultations, follow-up visits, and treatment appointments with accuracy
— Coordinate provider schedules and flag conflicts before they become problems
— Maintain a working cancellation list and actively fill open slots
Phones, Communications & Intake
— Answer inbound calls and return messages promptly — every patient deserves a response within the same business day
— Manage patient intake forms, consent documentation, and pre-visit paperwork
— Route clinical questions to the appropriate provider or medical staff without delay
— Maintain accurate, complete patient records in Nextech
Financial Transactions & Point of Sale
— Collect and process patient payments accurately at time of service
— Explain financial policies, payment plans, and treatment packages clearly and confidently
— Reconcile end-of-day transactions and flag discrepancies to the Practice Manager
— Coordinate with the billing team on insurance verification and authorizations as needed
Practice Operations Support
— Open and close the practice according to standard operating procedures
— Monitor and replenish front desk and waiting area supplies
— Support the clinical team with administrative tasks that keep the day flowing
— Participate in team huddles and contribute to continuous process improvement
Key Deliverables
Aesthetx — Patient Experience
Front Desk Associate — Role Scope & Responsibilities
Schedule Mastery
Own daily schedule with <5% no-show rate and zero double-books
Target Timeline: 30 days
Phone Protocol
All inbound calls answered or returned same business day, consistently
Target Timeline: 30 days
POS Accuracy
Zero end-of-day reconciliation discrepancies for 30 consecutive days
Target Timeline: 60 days
Nextech Proficiency
Independently manage patient records, scheduling, and intake in Nextech
Target Timeline: 60 days
Patient Experience
Positive patient feedback reflected in Google reviews and internal satisfaction
Target Timeline: 90 days
Note: Timelines are guidelines based on the 90-day onboarding program. Final sequencing will be agreed upon at program start based on business priorities.
Reporting & Communication
Reports To
Practice Manager
Cadence
Daily huddle with clinical and front desk team. Weekly 1:1 with Practice Manager.
Escalation Path
Patient complaints, scheduling conflicts, or payment issues escalate to Practice Manager within the same business day. Clinical questions route directly to medical staff.
Cross-Functional
Works closely with medical assistants, injectors, and the clinical team to ensure seamless patient flow throughout the day.
Qualifications
REQUIRED
— High school diploma or equivalent required; associate’s or bachelor’s degree preferred
— 2+ years of front desk, receptionist, or patient-facing customer service experience
— Exceptional interpersonal skills — warm, professional, and unflappable under pressure
— Strong attention to detail and ability to manage multiple priorities simultaneously
— Comfortable with technology: EMR/scheduling software, POS systems, and Google Workspace
— Reliable, punctual, and committed to the team — this role anchors the day
PREFERRED
Aesthetx — Patient Experience
Front Desk Associate — Role Scope & Responsibilities
— Experience in a medical spa, plastic surgery, dermatology, or aesthetics environment
— Familiarity with Nextech or similar medical practice management software
— Experience handling cash, credit, and end-of-day reconciliation
— Bilingual (English/Spanish) a plus
Core Competencies
Presence & Warmth
Creates a welcoming environment from first contact. Patients feel seen, valued, and well cared for before they ever meet a provider.
Operational Precision
Schedules accurately, documents completely, and reconciles without errors. Treats the details as the job.
Composure Under Pressure
Stays calm and professional when the schedule runs long, a patient is frustrated, or the day goes sideways. Doesn’t let the front desk become the problem.
Proactive Communication
Flags issues before they escalate. Keeps the clinical team informed and patients in the loop without being asked.
Brand Stewardship
Understands that the front desk IS the brand. Holds the standard on appearance, tone, and experience at every touchpoint.
What You’ll Gain
You’re joining a practice at the leading edge of plastic surgery and aesthetics — one that is growing fast, takes its culture seriously, and invests in the people who show up and do the work. This is a place to build a real career in aesthetics.
PROFESSIONAL DEVELOPMENT
— First-hand exposure to one of the most respected aesthetic practices in the Bay Area
— Mentorship from an experienced Practice Manager and leadership team
— A clear path to grow into a lead front desk, practice coordinator, or operations role as the platform expands
FULL-TIME BENEFITS
— Generous PTO + 8 Paid Holidays — take the time you need to rest and recharge
— Medical, Dental & Vision — 100% employer-paid for your individual coverage
— 401(k) with Employer Match — we invest in your future the same way you invest in ours
— FSA & HSA options to maximize your healthcare dollars
— Life Insurance, Short & Long-Term Disability, and Legal Plan provided at no cost
EMPLOYEE PERKS
Aesthetx — Patient Experience
Front Desk Associate — Role Scope & Responsibilities
— The treatments you help deliver, available to you — complimentary aesthetic services including Botox, facials, and more, plus discounts on our full product and treatment menu*
— A lunchroom that actually earns its name — gourmet coffee, fresh snacks, and a fully stocked kitchen ready every day
— Frequent team lunches, catered and on us
— A calendar full of fun — themed employee events and celebrations throughout the year
*As outlined in the employee discount office policy.
To Apply: Please email your application to recruiting@aesthetx.com and attach your most up-to-date resume. We look forward to learning more about you.