Aesthetic Practice Coordinator

 The Aesthetic Practice Coordinator (Front Desk) will play a critical role in ensuring the smooth check-in and out of each patient, and verification of patient documentation, whilst delivering a concierge patient experience. Organizational communication skills and commitment to excellence will contribute to the overall success and growth of medical aesthetics practice – remember, this role is the first contact for all customers.

The Aesthetic Practice Coordinator (Front Desk) is also responsible for promoting medical spa products, procedures, and services through education, patient outreach, and strong skills in consultative selling.

Roles and Responsibilities:

• Check in clients with the concierge mindset and a welcoming demeanor, while seamlessly informing the providers they have arrived.
• Assist patients with initial paperwork and pre-appointment information on iPads.
• Be quick on an iPad.
• Be knowledgeable and well versed in current app-based EHR system – being able to keep track of patient names, and allergies and capture patient profile information and personal picture.
• Make sure all consent forms are signed and up to date.
• Check the daily schedule for special patients such as influencers or VIP clients – and communicate this to staff and providers in a structured manner so the best patient care can be provided.
• Schedule and coordinate appointments with patients
• Be comfortable asking customers to leave reviews of excellent service on an online platform.
• Possess good communication skills and be able to see and execute retail product sales.
• Participate in operations activities such as: electronic medical record-keeping, inventory, ordering front office supplies, restocking of products and supplies, and maintaining store/front desk cleanliness standards.
• Work with the store lead and operations team to make sure all necessary supplies are in stock and available for clients.
• Answer all questions regarding costs and services (deferring to a provider if necessary).
• Administrative duties include but are not limited to: greeting guests, managing calendars, answering phone calls/weave messages, sorting mail, and unboxing deliveries.
• Manage office email and phone communications to clients including: answering patient queries, and appt. requests, and ensuring quality customer service.
• Sell packages, and retail products, and take payments following treatments – while being well versed in our many payment methods and payment plans, making sure every customer can get the care they need.
• Ensure confidentiality of sensitive information, HIPAA.
• Maintenance of client profiles across all systems: completing profiles for new clients, updating contact details when required, recording notes after all interactions with clients, whether the interaction was via phone, text, email, or in-person.
• Ad hoc tasks that are consistent with the responsibilities of the position.

Qualifications:

• 2+ years in a customer service-focused role
• Have excellent written and verbal communication skills.
• Be a true people person, always ready to engage and educate our clients, and have a strong track record in sales.
• Experience in medical aesthetics or similar industries is highly advantageous.
• A strong work ethic and ability to operate as a team, adopting a positive and pro-active approach.
• Excellent verbal and written communication skills.
• High attention to detail.
• Experience with the EMR system is a plus.
• Must be comfortable withstanding for longer periods of time.