Aesthetic Medical Assistant

REPORTS TO: Clinical Supervisor/Provider

Job SummaryResponsible for assisting the provider(s) with patient care including taking vital signs, obtaining history and chief complaints; patient education; and pre-selling of cosmetic services. Other responsibilities include education on treatment plans, taking photos, nursing procedures, inventory management, room prep and cleaning, and patient scheduling.

Essential Skills and Abilities:

  1. Excellent communication skills.
  2. Good understanding of skin anatomy and practice offerings.
  3. Good problem-solving and analytical skills.
  4. Ability to work as a team member.
  5. Credentialing and selling skills.
  6. Well-organized with attention to detail.
  7. Ability to manage multiple projects simultaneously.
  8. Empathetic with patient needs and concerns.
  9. Ability to work well with providers, anticipating their needs in regard to patient treatment. 



  1. Primary Duties 
  •  Escorts patients to exam rooms in order of appointment times. Obtains short history and vital signs as required by patient’s complaints. Obtains or updates medication/current skincare regimen if necessary. Sets up the exam room according to scheduled procedure or anticipates the provider’s needs if non-scheduled procedure is likely.
  • Assists providers with pre-selling and education on cosmetic product indications, typical uses, and cost ranges.
  •  Prepares products to be used by the provider.
  •  Prepares the provider with all necessary patient information before the provider enters the exam room.
  •  Educates patients as required after the provider establishes the treatment plan. Ensures that the patient understands the plan, understands the proper use of their medications/products, and understands their responsibility for compliance with the treatment plan prior to leaving the office.
  •  Photo-taking skills (iPad or camera).
  • Straightens and sterilizes exam rooms after patient visits.
  • May be asked to walk patients to check-out to ensure compliance and booking of subsequent treatment(s).
  1. Secondary Duties
  •  Stock all exam rooms.
  • Performs all duties related to medical instrument cleaning and sterilization.
  • Notifies clinical staff of supplies needed to avoid shortages.
  •  Performs other duties and tasks as needed. 

Education and Experience:


  1. High school diploma; college degree preferred.
  2. Five years of experience in a medical office as a medical assistant, plastic surgery or aesthetic practice experience preferred.

Medical Spa Scribe / Rover

Job SummaryMedical Spa Scribe plays a crucial role in supporting medical spa professionals by accurately documenting patient consultations, treatment plans, and other relevant information. The candidate possesses excellent communication skills, a strong understanding of medical terminology, and the ability to work in a fast-paced and client-focused environment. 



  • Prepares and assembles medical record documentation/charts for provider(s).
  • Accurately transcribe and document patients consultation, treatment plans, and procedures.
  • Enters the patient room with the provider during patient visit.
  • Taking notes during patient visits and documenting in the patient chart. 
  • Ensures all patient medical records are up to date.
  • Ensure the Good Faith Exam is up to date and current. 
  • Performs other clerical duties and tasks to improve provider productivity and clinic workflow as assigned.
  • Maintain organized and up-to-date medical records.
  • Audit patient charts and send them to the Medical Director for final chart sign off. 
  • Helping the provider (when needed) to distract patients by tapping as well as holding a facial vibrating tool on the patient’s cheek. 
  • Help rover patients by rooming, numbing, and consulting when needed


Medical Scribe Qualifications / Skills:

  • Administrative writing skills
  • Reporting skills
  • Organizational skills
  • Record-keeping
  • Professionalism, confidentiality, and organization
  • Typing
  • Verbal Communication


Job Summary: As an esthetician, you will play a crucial role in enhancing the overall client experience by offering a range of specialized skincare and beauty treatments. Estheticians at Aesthetic Lab should be passionate about the beauty industry, possess exceptional customer service skills, and stay informed on the latest trends and technologies in the industry.

Education and Experience:

  1. Currently licensed in the state of California
  2. Three years of experience as a licensed esthetician preferred.

Essential Skills and Abilities:

  • Empathetic with patient needs and concerns.
  • Good understanding of skin anatomy and practice offerings and products
  • Excellent communication and interpersonal skills
  • Strong knowledge of skincare products, ingredients, and advanced esthetic techniques


  • Perform a variety of aesthetic treatments, including but not limited to facials, chemical peels, and microdermabrasion.
  • Conduct thorough skin analyses to determine the most suitable treatments for individual clients.
  • Provide expert advice on skincare regimens and product recommendations tailored to clients’ specific needs.
  • Administer non-invasive cosmetic procedures, such as dermaplaning and micro-needling, ensuring the highest level of safety and efficacy.
  • Stay informed about industry trends, new product launches, and advanced skincare technologies to enhance service offerings.
  • Maintain a clean and organized treatment room, ensuring compliance with sanitation and hygiene standards.
  • Build and maintain strong client relationships by delivering excellent customer service and personalized care.
  • Collaborate with other providers to create comprehensive treatment plans for clients with specific skincare concerns.
  • Restock skin care products.
  • Educate clients on post-treatment care and provide follow-up recommendations to optimize results.
  • Participate in ongoing training and professional development opportunities to enhance skills and knowledge.
  • Update files/charting


Administrative Assistant

Job Summary: As an Administrative Assistant, you will need to be a team player who is responsible and organized. This pivotal role will be responsible for managing various administrative tasks, handling confidential information, assisting with front desk duties, and supporting the operations of the medical spa. The ideal candidate will possess excellent communication skills, attention to detail, and a passion for delivering outstanding customer service. 

  • Responsibilities

    • Handle confidential information with discretion and professionalism
    • Manage front desk operations, including greeting clients, answering phones, and scheduling appointments.
    • Coordinate employee schedules and assist with staff management.
    • Oversee inventory control, including ordering supplies and managing stock levels. 
    • Work closely with the Operations Manager, Office Manager, and Spa Directors to ensure smooth daily operations. 
    • Collaborate with the operations manager and social media team to coordinate social media posts and assist with content creation. 
    • Coordinate filming and photography sessions as needed. 
    • Assist with administrative tasks such as filing, data entry, and managing documents. 
    • Provide administrative support to the office providers as needed. 
    • Maintain a clean and organized workspace, ensuring a professional and welcoming environment for clients and staff.


    • Previous experience in an administrative role, preferably in a medical spa or similar setting.
    • Strong organization skills and attention to detail.
    • Excellent communication and interpersonal skills
    • Ability to handle confidential information with discretion.
    • Proficiency in Microsoft Office Suite and other relevant software
    • Experience with social media management is a plus.
    • Ability to multitask and prioritize tasks effectively in a fast-paced environment.
    • Professional demeanor and positive attitude.

Chart Auditor

Department: Front Office

Job Summary: A chart auditor, is responsible for reviewing and analyzing medical records, charts, and documentation to ensure accuracy, and compliance with state regulations.


  • Conduct thorough audits of patient charts, ensuring completeness, accuracy, and compliance with relevant medical spa policies and procedures.  
  • Verify that all patient records, including treatment plans, consent forms, and medical histories, are accurately documented and maintained in accordance with industry standards.
  • Adding clearing statements to patients’ charts who have completed questionnaires/consents within the year
  • Input any missing traceability from that day 
  • Input any missing notes 
  • Investigate/follow up on any missing payments 
  • Mark consultations as consults and sign/send over to MD
  • Clear patients who have all green checkmarks 
  • Work closely with healthcare providers, administrative staff, and other relevant departments to address charting issues, clarify documentation requirements, and streamline processes.


  • Proven experience as a Chart Auditor in a medical spa or healthcare setting. Familiarity with cosmetic procedures and medical spa operations is advantageous.
  • Exceptional attention to detail and accuracy in reviewing and analyzing patient charts.
  • Ability to adapt to changes in regulations and industry standards, ensuring ongoing compliance.

Front Desk

Department: Front Office
Reports to: Office Manager

Job Summary: The Front Desk is the first point of contact for clients visiting the medspa. You will play a crucial role in creating a positive first impression for our clients. You will be the face of our medical spa, providing exceptional customer service and ensuring smooth day-to-day operations at the front desk. This position requires a professional and friendly demeanor, excellent communication skills, and the ability to multitask efficiently.This role involves managing front desk operations, providing administrative support, and delivering exceptional customer service to enhance the overall client experience.

Education and Experience

  1. High school diploma or equivalent
  2. Three years of experience in customer service, reception, or administrative role preferred

Essential Skills and Abilities:

  1. Excellent communication and interpersonal skills
  2. Proficient in computer applications and scheduling software
  3. Ability to multitask and work in a fast-paced environment



  1. Greet clients warmly and assist them with check-in and registration. Answer phone calls, emails, and inquiries in a professional and friendly manner. Provide information about services, products, and promotions offered at the medspa
  2. Manage appointment bookings and maintain the appointment calendar.
  3. Perform general administrative tasks such as data entry, filing, and managing paperwork. Maintain and update client records in the system. 
  4. Handle billing and process payments accurately.
  5. Address client concerns and ensure a positive experience. Collect feedback and relay it to the appropriate departments for improvement. 
  6. Build and maintain strong client relationships
  7. Communicate effectively with colleagues to share relevant information
  8. Ensure a welcoming and comfortable environment for clients by keeping the front desk area, waiting area, and coffee bar clean and stocked accordingly.
  9. Sign off on packages and put away received products. The front desk is then expected to break down boxes and remove all trash at the end of the day. 
  10.  Review reward points for patients scheduled the following business day and update notes for ease in check in/out process

Content Creator

Reports To: Clinical Supervisor/Provider

Job SummaryAs a Content Creator, you will play a pivotal role in developing engaging and informative content that resonates with our target audience. You will collaborate with our marketing team to drive brand awareness, educate potential clients, and showcase the exceptional services and expertise we offer in the medical spa industry.

Key Responsibilities:

Content Development:

  • Create compelling written and visual content for various platforms, including Instagram, TikTok, and flyers.
  • Produce high-quality and informative content that aligns with the medical spa’s brand voice and values.
  • Create content and promotions geared towards yearly Holidays. 
  • Social Media Management:
    • Stay updated on industry trends and incorporate relevant content strategies to increase engagement.
    • Monitor social media posts. 
  • Visual Storytelling:
    • Develop visually appealing graphics, images, and videos to showcase medical spa services, procedures, and client success stories.
    • Create a monthly calendar with dates of content creation for the staff as well as days posts will be posted. 
  • Educational Content:
    • Research and stay informed about the latest trends in skincare, wellness, and cosmetic procedures to create educational content for clients.
    • Follow current industry trends on social media to come up with content ideas. 
  • Community Engagement:
    • Foster a sense of community by engaging with followers, responding to comments and messages, and participating in relevant conversations.
    • Come up with events through-out the year for patient appreciation


  • Bachelor’s degree in Marketing, Communications, Journalism, or a related field.
  • Proven experience as a Content Creator, preferably in the beauty, wellness, or medical spa industry.
  • Proficiency in content creation tools and software.
  • Strong understanding of social media platforms and trends.
  • Excellent written and verbal communication skills.
  • Creative mindset with a keen eye for design and aesthetics.
  • Knowledge of SEO best practices for content optimization.

Call Center Representative

Department: Front Office
Reports to: Office Manager

Job Summary: As a Call Center Representative, you will play a crucial role in ensuring exceptional customer service and smooth communication between clients and our providers. Your primary responsibility will be to handle both incoming calls and online inquiries, provide information about our range of aesthetic and wellness services, schedule appointments, address client inquiries, and follow up calls after services. This position requires a strong customer service orientation, excellent communication skills, and the ability to work in a fast-paced and dynamic environment.

Education or Experience: 

  1. High School Diploma; college degree preferred.
  2. Three years of experience in a customer service role or call center. Aesthetic practice experience preferred. 

Essential Skills and Abilities:

  1. Excellent communications skills
  2. Good problem solving and analytical skills.
  3. Ability to work as a team member.
  4. Well organized with attention to detail
  5. Ability to manage multiple projects simultaneously.
  6. Empathetic with patient needs and concerns.


  • Handle inbound calls from clients, addressing inquiries, and providing detailed information about services, procedures, packages, promotions, and special events.
  • Respond in a timely manner to any online inquiries.
  • Make outbound calls to inform clients of current promotions or available rewards. 
  • Follow up with patients two weeks after treatment to ensure they are satisfied with results and service. Document a summary of the call appropriately. 
  • Distribute relevant information to clients, such as pre-post-treatment instructions.
  • Provide exceptional customer service by addressing and resolving client concerns, complaints, or issues promptly and professionally.
  • Accurately record client information, appointment details, and any other relevant data in the customer relationship management (CRM) system
  • Confirm next day appointments.
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