Med Spa Patient Care CoordinatorsYour best patients are already yours.

A med spa Patient Care Coordinator is the person who owns the relationship between appointments. They answer and call back new inquiries, book consultations, confirm visits, book the second visit, follow up on memberships, and reach out to patients who went quiet. Simpalm Staffing places remote Patient Care Coordinators from Latin America who work your U.S. business hours inside your own software.

For many owners, yes. A single location often loses the most to missed calls and slow callbacks, because the front desk is busy with the people in the room. A part-time Patient Care Coordinator, four hours a day, who calls back every inquiry and books visit two is a simple way to start.

Start part time, four hours a day. That covers morning callbacks, confirmations, visit-two rebooking, and your quiet-patient list. Move to full time, eight hours a day, when the volume says so. It’s the same person, so there’s no new hire.

Most clients have their Simpalm Staffing Patient Care Coordinator working about two weeks after the first call. Software access and your scripts are set up in that window.

Start with what slips first: callbacks to new inquiries and booking the second visit. Add confirmations, memberships, and quiet-patient outreach as trust builds.

Yes, if you add evening or weekend hours. Without them, after-hours messages go to the top of your Patient Care Coordinator’s list, and a person calls back at the start of the next shift.

From a real person, during your Patient Care Coordinator’s hours. Messages that arrive after hours are called back at the start of the next shift. You set the response target with us.

Yes. Your Patient Care Coordinator works with their own login in the software you already use, such as Zenoti, Boulevard, Mangomint, Vagaro, AestheticsPro, or PatientNow. We match candidates to the system you run.

No. Your Patient Care Coordinator never gives medical advice or makes clinical decisions. Anything clinical, like a question about a reaction or a medication, goes straight to your provider or licensed team.

Your Patient Care Coordinator routes it to your licensed team right away, following the escalation steps you set, and lets the patient know who will get back to them.

They book visit two on the timeline your provider set, usually the same week as the first visit, and confirm it the day before with an easy way to reschedule. In Zenoti’s 2025 medspa data, appointments rebooked once were cancelled 37% of the time, and guests rebooked two or more times cancelled 4% of the time. That is an association, not a guarantee.

Yes. Your Patient Care Coordinator explains your memberships and packages using the script you approved, follows up on renewals, and keeps members booked.

Yes. Your Patient Care Coordinator keeps a list of patients who have been quiet past the window you set, often 90 days, and reaches out with a warm, personal note in your spa’s voice.

Yes, honestly. Your Patient Care Coordinator asks every patient for feedback, not only the happy ones, routes concerns to your practice manager, and drafts replies for your approval. Rewards for reviews need your own compliance review first.

Many of our Patient Care Coordinators speak English and Spanish. If Spanish matters for your patients, tell us, and we will only introduce candidates whose Spanish we have tested.

That’s your choice. Your Patient Care Coordinator can introduce themselves as part of your front office, using your name, your scripts, and your phone line.

Because choosing a med spa is personal, and a nervous first-time patient wants someone who listens. Your Patient Care Coordinator handles callbacks, rebooking, memberships, and the questions in between, by name and in your spa’s voice. Anything clinical goes to your provider.

Yes. Ad form fills, DMs, and calls land in one queue, and your Patient Care Coordinator calls each one back during their hours and books the consultation.

HIPAA compliance depends on your practice and how access is set up, not on a staffing agreement alone. When your practice needs one, a business associate agreement is signed before any work begins. Your Patient Care Coordinator uses their own login in your systems, gets only the access the work requires, and never uses personal phones or WhatsApp.

No. Your Patient Care Coordinator works only inside your systems: your software, your phone line, and your inbox.

Because your patients call during your business day, and Latin American Patient Care Coordinators work it with you. Many speak English and Spanish, and they bring real warmth to the calls that bring patients back.

Each candidate completes a Ducknowl assessment scored against real Patient Care Coordinator tasks, then a one-on-one interview with someone who has done this work. You meet 2 to 3 finalists and choose.

It depends on hours and experience, and every candidate Simpalm Staffing introduces comes with a price attached before you decide. Many clients start part time, four hours a day. You pay one invoice, after the month’s work is done. See our pricing page for more detail.

A simple first step. We look at one week of your missed calls, your response time to new inquiries, and your patients who never came back for a second visit, in real numbers. If there’s nothing there, we’ll tell you that too.

You’re covered by Simpalm Staffing’s 30-day fit guarantee. If your Patient Care Coordinator isn’t the right match for your patients and your team, we’ll find someone who is.