Position Summary:

The Medical Spa Receptionist is responsible for the day to day operations of the clinic and acts as the main point of contact for patients seeking services at the medical spa facility. This role is responsible for ensuring exemplary customer service, assisting patients with appointment scheduling, providing information about available treatments, and coordinating care from initial consultation through treatment and follow-up visits. This individual is required to manage finances, manage team members, oversee stock/inventory, clinic services, as well as delegating tasks and assisting with management. This position plays a crucial role in creating a positive and welcoming environment for patients by providing exceptional support, personalized attention, and ensuring a smooth patient journey.

Responsibilities:

1. Patient Care

• Greet patients in a warm, friendly, and professional manner.
• Schedule appointments and manage the appointment book in an organized manner.
• Assist with patient check-in and completion of necessary forms or paperwork.

2.

Patient Communication and Education:

• Answer incoming calls, provide information about services, and address patient inquiries.
• Educate patients on available treatments, procedures, and packages.
• Listen to patients' concerns and guide them towards the most suitable treatment options.
• Establish and maintain strong professional relationships with patients, cultivating trust and rapport.

3.

Treatment Coordination:

• Schedule initial consultations, treatments, and follow-up appointments according to applicable protocols.
• Collaborate with medical professionals to ensure smooth coordination of patient care.
• Provide patients with pre-treatment/preparation information, and answer related questions.
• Comply with industry regulations, including HIPAA, to ensure patient privacy and confidentiality.

5.

Team Collaboration:

• Collaborate closely with the medical spa team, including physicians, aestheticians, and other staff members, to optimize patient care and support.

6.

Oversees:

• All spa provider schedules months in advance
• Appointment confirmations
• Follow up phone calls
• Booking, rescheduling, and cancelling appointments in clinic software
• Provider templates and releasing appointment spaces on provider's schedules
• Preparing charts and medications
• Sending and receiving lab reports and requisitions
• Ordering of pellets, products, materials, and supplies
• Communication with customers, employees and company representatives
• Coordinates training 8. Service
• responds to phone calls, emails and online queries
• Provider/Patient requirements and requests (labs before visit, charts/medication prepped, necessary patient documents completed and signed, stock rooms with supplies) in timely manner.
• Shipment of product to out of town patient's same day of phone call purchase
• Assist with planning private parties, special events and seminars

Qualifications:

• Previous experience in a customer service-oriented role, preferably in a medical or spa setting.
• Excellent interpersonal and communication skills, with a strong emphasis on customer service and patient care.
• Working knowledge of medical terminology, aesthetics, and cosmetic procedures is an advantage.
• Exceptional organizational skills and ability to handle multiple tasks effectively.
• Proficiency in relevant software applications, including EHR systems and scheduling software.
• Ability to adapt to fast-paced environments and flexibility to accommodate changing patient needs and clinic schedules.

We are looking for someone who can make a long term commitment to this position and would like to grow with our clinic over the next few years.

Job Type:

Part-time Expected hours: 18.0

• 26.

0 per week

Benefits:

Employee discount Opportunities for advancement Paid training Professional development assistance Application Question(s):

Applicant Pre-Screening Video Introduction:

We kindly request that you submit a video explaining why you would be an excellent candidate for this position as part of our screening process. Please email to heather@theaestheticfirm.com. Thank you!

Experience:

Customer service: 1 year (Required)

Medical Spa:

1 year (Preferred) Ability to

Commute:

Bozeman, MT 59718 (Required)

Work Location:

In person