Front Desk Receptionist At A Leading Med-Spa

We are looking for the nicest, friendliest person in the room, with a stable employment history.

About Donaldson Plastic Surgery & Aesthetic Solutions

Donaldson Plastic Surgery & Aesthetic Solutions (“Donaldson”) provides surgical and non-surgical treatments to empower you to unleash your inner confidence and bring out the very best version of you. We celebrate the uniqueness of each patient’s journey and provide an uplifting, empowered environment at the intersection of medical and boutique retail — not a spa, and not a stuffy doctor’s office.

We keep it real. We resemble our patients who are smart and active and down-to-earth, with families and hobbies and multiple interests. We identify with our patients’ concerns, understand their perspectives and are here to help. We take our jobs seriously and do not treat medical aesthetics like reality TV. And because we understand the mind-body connection, we see the whole person — not just a body part or a quick-fix procedure.

Aesthetic Coordinator overview

The Aesthetic Coordinator at Donaldson Plastic Surgery has the unique pleasure of being one of the first to welcome patients providing a great experience from the moment they walk in the door. As the first point of contact for office visitors, an Aesthetic Coordinator at Donaldson creates a welcoming environment and ensures everything related to a current, new, or potential client’s visit is luxurious and seamless. A Donaldson Aesthetic Coordinator also assists with general office operations, overseeing office supply inventory and managing in-person transactions with patients. The Aesthetic Coordinator’s interactions with so many sides of the business afford them the chance to identify areas of improvement, providing ideas and processes to help differentiate the practice.

Core Responsibilities

· As first contact for office visitors, set friendly, helpful, genuine, and optimistic tone and create a warm, welcoming environment.

· Check in patients and clients, providing appropriate paperwork to facilitate expeditious appointments.

· Work with the Communications team to schedule and reschedule appointments for patients and clients, responding to their needs and the needs of the Practice.

· Ensure all patients coming into the Practice have a great experience, from the moment they walk in until the moment they walk out; this means creating a smooth and positive environment for the patient and doing what is right for the patient.

· Accurately execute the patient check-in and check-out process, including preparing charts for the providers’ days and validating patient parking.

· Work with patients during check-out process to ensure service has been satisfactory and answer questions; reference prior history to check in on product usage and satisfaction and offer to order new products; and assist in scheduling next visit with goal of scheduling 90% of patients checking out for return visit.

· Understand and know clients to build relationships and facilitate genuine interactions; understand Practice offerings and products; review product history and learn what has and has not worked for clients in the past, making referrals for new products and procedures based on learnings.

· When helping room patients, quickly gather information from clients when taking them to the room for their appointment, noting any issues or questions for the Providers to address.

· Ensure reception area is clean and welcoming, monitor waiting room refreshments and resupply as needed.

· Work with Aesthetic Experience Director on the office supply, waiting room, and aesthetic product inventory process on a weekly basis as directed utilizing the weekly cycle count.

· Complete office opening and closing procedures, including locking and unlocking the door, arranging or tidying the waiting room, turning lights on and off, and locking door at the end of the day.

· Accurately collect and track cash and check payments when needed for surgeries, appointments, and products; utilizing PatientNow, manage and update accounting reports as necessary with payments taken; ensure cash drawer is balanced and prepare the nightly deposit of checks and cash for the Aesthetic Experience Director.

· Assist with events; procure supplies when needed and help create promotional signs in support of the event; discuss events with patients during the check-in/check-out process, and attend events when required.

· Anticipate needs of office and assist where possible, ultimately striving to remove barriers for the team to provide superior customer service for clients and patients.

· Proactively identify opportunities for improvement related to patient experience and the office environment; work with potentially impacted team members and leadership to develop plans to improve those areas, and execute on the plans.

· Assist Aesthetic team with patient makeup, if desired.

· Ensure confidentiality of patient information.

· Oversee patient rewards program, managing Donaldson rewards programs as well as programs with Vendors, accurately tracking and redeeming points as needed.

General responsibilities

· Aid in client-stewardship, including greeting clients upon arrival, escorting to rooms, providing water or other items as client may need, and escorting to the front upon completion of appointment.

· With team, turn rooms around in between clients; ensure that room is tidy, robes are back in place, and that the room is prepared for the next client’s arrival.

· Assist team in answering phone calls and client questions when necessary.

Desired experience and education

· 1-2 experience in an office environment required; experience in a medical environment preferred.

· Demonstrated ability to prioritize many demands as encountered in a patient-centric office environment.

· Experience with confidential documents preferred.

· Customer-service focused, able to work through difficult situations and provide service with empathy and genuine caring.

· Demonstrated ability to understand products and present product opportunities to clients when appropriate.

FLSA STATUS: Full-time, non-exempt employee.

LOCATION: Based in Columbus, OH at corporate office

TRAVEL: Less than 10%

REPORTS TO: Aesthetic Experience Director
DIRECT REPORTS: n/a

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person