We're growing and are looking for an experienced, passionate front office coordinator to join our team. (3-4 days a week with the potential to add another day) Patient experience: Greet patients, check them in and out, answer questions, maintain a welcoming and professional front-office environment, and handle patient concerns appropriately.
Scheduling:
Manage provider schedules, book and confirm appointments, fill cancellations, maintain waitlists, and help maximize provider schedules. Phones & communication: Answer calls, texts, emails, and online inquiries; route clinical questions to the appropriate provider; and follow up with patients when needed. Checkout & payments: Collect payments, process transactions, apply promotions or memberships correctly, provide receipts, and help reconcile daily transactions.
Patient records:
Ensure demographic information, consents, intake forms, and other required documentation are completed and appropriately maintained in the EMR.
Office organization:
Keep the reception area organized, maintain office supplies, coordinate deliveries, and help ensure treatment rooms and common areas have needed supplies.
Inventory support:
Monitor retail skincare and treatment supplies, assist with inventory counts, identify low-stock items, and help with ordering and receiving products. Retail & skincare: Educate patients on available skincare products and promotions within the coordinator's scope and assist providers with retail recommendations and sales. Promotions & events: Help communicate monthly specials, open-house events, Alle/Aspire-type rewards programs, memberships, gift cards, and other practice promotions.
Team coordination:
Communicate schedule changes, patient needs, cancellations, and other important information to injectors, aestheticians, and management.
Administrative support:
Assist with paperwork, reports, scanning, filing, vendor communication, deposits, and other daily administrative responsibilities. Privacy & professionalism: Maintain patient confidentiality and follow HIPAA, office policies, and established procedures.
Opening/closing responsibilities:
Prepare the front office for the day, ensure necessary systems and supplies are ready, and complete end-of-day checkout and closing procedures.
