Medical Assistant for Private Practice

Company Description

A boutique medical practice located in Newport Beach, Ca for over 25 years.  The practice specializes in cutting edge treatments across aesthetic, regenerative, sexual wellness and hormone medicine for men and women.  This is a small-sized practice with incredible opportunities for growth.

About the Role

As a core member of our team, you'll primarily support our lead Providers, owning the patient experience from start to finish. You'll ensure smooth workflows, meticulous patient care, and seamless office operations in our fast-paced, high-end environment.

Responsibilities

• Exceptional Patient Care:
  
  • Warmly greet and escort patients to treatment rooms, ensuring their comfort throughout their visit.
  • Prepare patients for a variety of aesthetic procedures (injectables, lasers, non-surgical treatments).
  • Obtain medical histories and vital signs, documenting them accurately.
  • Engage with patients through friendly conversation during treatments, enhancing their experience.
• Procedure & Clinical Support:
  
  • Assist providers directly with a wide range of aesthetic procedures, including setting up equipment and providing hands-on support.
  • Perform routine clinical tasks like drawing blood and administering medication as needed.
• Operational Excellence:
  
  • Ensure all treatment rooms are impeccably stocked, prepped, and ready for use.
  • Manage and order medical supplies and equipment, maintaining precise inventory.
  • Strictly adhere to sterilization and infection control protocols for a safe, clean environment.
• Meticulous Documentation & Communication:
  
  • Master our Electronic Medical Records (EMR) system to document all patient interactions, procedure details, and follow-up communications.
  • Obtain and upload required pre/post-procedure photos, ensuring all photo consents are signed.
  • Provide clear pre- and post-treatment instructions, and share information on skincare products.
• Patient Journey & Business Support:
  
  • Support patient re-engagement by tracking Rx refills and sending gentle reminders.
  • Review upcoming schedules to confirm follow-up appointments are booked.
  • Proactively engage satisfied patients and encourage them to share their positive experiences by leaving reviews.
  • Assist with retail sales and rescheduling at check-out.
• Team Collaboration: Work seamlessly with all team members to ensure efficient practice operations and a truly positive environment.

Key Expectations

1. Before the Provider Enters the Room:

• Warm Welcome & Check-In: Greet the patient, confirm their name and appointment.
• Paperwork & History: Ensure all consent forms are ready/signed, and review their prior treatments for context.
• System Setup: Verify patient info is accurately uploaded across all systems (EMR, Rx Photo, RXNT, etc.).
• Patient & Room Prep: Help the patient get comfortable, prepare them for the procedure (e.g., makeup removal), and take clear "before" photos.
• Vitals & Basics: Obtain essential health checks (like blood pressure) and update any basic patient info.
• Room Perfection: Set up the treatment room with all tools, supplies, and equipment clean, ready, and accessible.
• Chart Ready: Have the patient's chart open and prepared for the provider's review.

2. While the Provider is with the Patient:

• Anticipate & Assist: Stay present, anticipate the provider's needs, and hand over necessary tools.
• VIP Experience:  Gauge the optimal VIP experience - sometimes more Provider facetime vs sometimes more about speed of treatment, etc.
• Accurate Scribing: Listen and precisely document the provider's notes into the patient's chart.
• Patient Comfort & Engagement: Ensure patient comfort, offer reassurance, apply cool packs, and foster a friendly, engaging conversation.
• Transparent Pricing: Review any add-on pricing during treatment to avoid "sticker shock" at checkout.

3. After the Provider Leaves the Room:

• Smooth Provider Exit: Facilitate the provider's departure from the room.
• Thorough Aftercare: Clearly explain and provide written home care instructions.
• Next Steps & Scheduling: Discuss follow-up appointments or future treatments and help schedule them.
• In-Room VIP Checkout: For VIP patients, handle in-room payment and skincare purchases.
• Efficient Room Reset: Thoroughly clean, disinfect, and restock the room for the next patient.
• Final Charting: Complete all remaining notes and finalize the chart for billing.

4. After the Patient Leaves the Practice (Ongoing Tasks):

• Patient Follow-ups: Conduct follow-up calls and/or send reminders as needed.
• Monitor Communications: Keep an eye on HyperConnect and other patient communication software for patient needs after hours and on weekends.
• Adverse Incident Management: Monitor and log any adverse patient incidents, communicating promptly with the provider/management for resolution.
• Inventory Management: Regularly check supplies and order items to prevent shortages.
• Team Collaboration: Actively participate in team meetings and training.
• Schedule Optimization: Daily review the 2-week schedule look-ahead, flagging concerns or feedback to the practice manager to ensure an effective schedule.
• Process Improvement: Provide feedback on new systems to continuously enhance our processes and patient experience.