Full Time Medical Receptionist – Luxury Facial Plastic Surgery and Dermatology Practice

About Us

Our practice is seeking a polished, personable, and highly organized Front Desk Patient Care Coordinator to join our team. We specialize in medical and cosmetic dermatology, facial plastic surgery, and advanced aesthetic treatments, with locations in Downtown Manhattan and the Upper East Side.

As the first point of contact for our patients, the Front Desk Patient Care Coordinator plays an essential role in creating a welcoming, seamless, and elevated patient experience. The ideal candidate is warm, professional, detail-oriented, and thrives in a fast-paced, patient-focused environment.

This position requires exceptional communication skills, strong multitasking abilities, and a proactive approach to supporting both patients and the clinical team.

Patient Experience & Front Desk Operations

• Greet patients warmly and professionally, ensuring a welcoming and comfortable experience from arrival through departure.
• Manage patient check-in and check-out, ensuring an efficient and seamless flow throughout the office.
• Maintain a polished, organized, and inviting reception area that reflects the practice’s standards.
• Anticipate patient needs and provide attentive, personalized service.
• Handle patient questions, concerns, and requests with professionalism, discretion, and empathy.
• Assist with maintaining an efficient daily schedule and communicate any delays or scheduling changes to the appropriate team members.

Scheduling & Patient Communication

• Manage incoming phone calls, text messages, emails, and appointment inquiries in a timely and professional manner.
• Schedule, confirm, reschedule, and coordinate appointments for medical dermatology, cosmetic treatments, and surgical consultations.
• Provide patients with accurate information regarding appointment preparation, consultation fees, office policies, and general treatment offerings.
• Conduct outbound patient outreach for appointment confirmations, follow-ups, recalls, and scheduling opportunities.
• Ensure all patient communications are documented accurately in the practice management system.
• Collaborate with the clinical team and patient care coordinators to optimize scheduling and patient flow.

Patient Registration & Administrative Responsibilities

• Verify patient demographics, contact information, and registration details.
• Ensure required intake forms, medical history, financial policies, and consents are completed before appointments.
• Assist patients with electronic registration and patient portal access when necessary.
• Accurately enter and update information within the electronic medical record system.
• Maintain patient confidentiality and adhere to HIPAA regulations.
• Assist with administrative projects and other operational needs as assigned.

Payments & Financial Coordination

• Collect consultation fees, copayments, outstanding balances, and payments for cosmetic services.
• Process credit card transactions and provide receipts as needed.
• Review financial policies with patients and communicate payment expectations clearly.
• Ensure accurate documentation of payments and coordinate with the appropriate team members regarding billing questions.
• Support accurate end-of-day payment reconciliation and reporting.

Team Collaboration & Practice Support

• Work closely with physicians, medical assistants, physician assistants, patient care coordinators, and management to support daily operations.
• Communicate patient needs and important updates proactively to the appropriate team members.
• Support patient retention initiatives through consistent, thoughtful follow-up and excellent service.
• Identify opportunities to improve office efficiency, scheduling processes, and overall patient satisfaction.
• Demonstrate flexibility and a willingness to assist with responsibilities outside of the front desk when needed.