Front Office Coordinator
Job Info
Job Description
Job description
Opportunity to work with an award-winning Facial Plastic Surgeon in Newport Beach
Our Practice & Medical Spa is growing! We are seeking a second highly motivated Front Office Coordinator to assist in all things front office. You will act as the ‘face’ of our practice and ensure patients receive a heartwarming welcome. You will work together with the other Front Office Coordinator, to complete all front desk activities. Team player & positive attitude is a must! As a Front Office Coordinator, you should combine a pleasant personality with a dynamic professional attitude to support our team. Our ideal candidate can deal efficiently with challenging issues and has a solid customer service approach. Ultimately, you should be able to ensure our front desk provides professional and friendly service to our patients in a timely manner.
The best candidate has a warm & nurturing vibe that puts patients at ease. Someone who is well spoken & master at time management & efficiency. Works well under pressure in both a team & individual setting. Multi-tasking & being able to prioritize tasks & complete accurately in a timely manner is imperative.
Polished, well groomed & has a passion for aesthetics is preferred. Proven knowledge of medical spa services/treatments/procedures is required. Experience in sales & cross promoting is ideal.
Responsibilities
- Answering multi-line phones
- Entering patient demographics into EMR system
- Scheduling appointments / treatments for MULTIPLE PROVIDERS
- Greeting / Checking in patients; collecting proper documentation
- Obtaining consents for scheduled treatments
- Checking out patients; Entering invoices; Collecting payment
- Creating / updating quotes & explaining fees
- Educating patients on & selling products
- Properly documenting all calls, actions, communications, events, etc. for every patient
- Handle complaints and specific patient requests
- Monitor stock and order office supplies
- Supporting providers & teammates with various tasks
- Assisting team with room turnovers & rooming patients
- Coordinate social media days & marketing / promos
- Maintain a clean, organized & presentable lobby, front desk & reception area
- Managing the schedule & ability to maximize providers time is essential
- Knowledge of patient reward programs & financing options preferred (Allé, Care Credit)
Skills
- Proven work experience as a Front Office Coordinator or similar experience
- Knowledge of non-surgical treatments (Botox, filler, laser/energy devices, facials, chemical peels)
- Knowledge of skin care products / ability to answer questions, explain use
- Knowledge of Apple / Mac products is essential (iPhone, iPad, iMac)
- Google (Drive, Docs, Sheets)
- Hands on experience with office machines (e.g. fax machines and printers)
- Thorough knowledge of customer service and handling customer service issues
- Excellent communication and people skills
- Good organizational and multitasking abilities
- Problem-solving skills
- Emotionally mature; thick skin; able to connect with & work well with multiple personality types is imperative for success
- High School diploma; additional certification is a plus
Compensation based on experience.
Job Type: Part-time, with full-time potential
Pay: $21.00 - $25.00 per hour
Expected hours: 16-24 per week
Medical Specialty:
- Facial Plastic Surgery / Medical Spa
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Experience:
- Plastic Surgery Practice: 1 year (preferred)
- Medical Spa: 1 year (Required)
- Front desk: 1 year (Required)
Work Location: In person
Key Responsibilities
- Answering multi-line phones
- Scheduling appointments / treatments for MULTIPLE PROVIDERS
- Checking out patients; Entering invoices; Collecting payment
- Managing the schedule & ability to maximize providers time is essential
- Handling incoming leads from various sources & documenting in CRM & EMR systems
- Properly documenting all calls, actions, communications, events, etc. for every patient
Qualifications
- Front Desk experience at least 1 year
- Medical Spa experience at least 1 year
- Plastic Surgery experience preferred
- Polished, neatly groomed, professional appearance at all times
- Tech savvy is a MUST
- Being kind, courteous, speaking professionally and behaving professionally at all times
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