Job Summary:
As our patients' first point of contact, the Front Office Coordinator is crucial in providing excellent customer service and ensuring smooth operations at the front desk for our busy medical spa.
This position is responsible for providing exceptional customer service and coordinating administrative tasks related to patient care. They handle incoming calls, schedule appointments, and follow up with patients to ensure they are prepared for their appointments.
The Coordinator also assists our nurses with various tasks, assists in maintaining inventory levels, and may need to place orders for replenishment as needed.
Additionally, they educate patients about vendor benefit programs and promote skincare collections.
Duties/Responsibilities:
- Answering the phone: Handle incoming calls professionally and efficiently, providing information, scheduling appointments, and directing calls to the appropriate staff members.
- Scheduling appointments: Manage the medical spa’s appointment calendar, schedule consultations and treatment sessions according to patient preferences and availability, and send appointment reminders.
- Checking patients in and out for visit: : Greet patients as they arrive, check them in for appointments, and assist with any required paperwork or forms. Ensure patients feel welcomed and comfortable during their visit.
- Assisting nurses with tasks: Support the nursing staff by turning over treatment rooms between appointments, preparing equipment and supplies, and assisting with patient intake and preparation as needed.
- Inventory management: Keep track of inventory levels for skincare products, equipment, and supplies. Place orders for replenishment as needed and ensure that inventory is organized and stocked appropriately.
- Introducing patients to vendor benefit programs: Educate patients about vendor benefit programs, med spa memberships, skincare collections, and other offerings available at the spa. Assist patients in selecting products or services that best meet their needs and preferences.
- Providing exceptional customer service: Address patient inquiries, concerns, and requests in a timely and professional manner. Ensure that all interactions with patients are conducted with empathy, respect, and discretion. Maintain a positive and welcoming demeanor to create a supportive and comfortable atmosphere for our patients.
- Respond to Client Reviews: Encourage patients to leave reviews and feedback about their experience. Monitor online reviews and respond to them promptly and professionally.
- Selling Packages: Promote and sell treatment packages and memberships to patients, maximizing revenue opportunities while meeting their needs and preferences. Follow up with leads generated from marketing efforts, nurturing potential clients and converting inquiries into appointments or sales.
- Sales/Productivity: Meet or exceed sales targets and productivity goals through effective communication and customer service. Building loyalty through repeat business and sales, driving efforts to maximize productivity and bring in new patients.
- Internal Customer Service/Positive Workplace: Maintain a productive and professional environment with fellow staff and management. Communicate concerns in a timely and respectful manner and approach conflicts or difficulties with a solution-oriented mindset.
Be flexible and helpful, adapting to the changing needs of the business and adhering to new policies and procedures.
- Other tasks/projects, as assigned: As a member of a dynamic workplace environment, you may be occasionally assigned special projects or tasks to complete.
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Prolonged periods of sitting at a desk and working on a computer.
- Frequently required to walk.
- Occasional periods of standing, stooping, kneeling, or crouching.
- Must be able to lift up to 15 pounds at times.
Job Type: Part-time
Pay: $14.00 - $19.00 per hour
Expected hours: No more than 35 per week
Benefits:
- Employee discount
- Paid time off
Schedule:
- Day shift
- Monday to Friday
- Weekends as needed
Ability to Commute:
- Barrington, IL 60010 (Required)
Work Location: In person