Front Desk/Esthetician

Front Desk Receptionist/Esthetician

**MUST HAVE A VALID CA ESTHETICIAN LICENSE**

RESPONSIBLE TO: Physicians and Patient Coordinator

JOB SUMMARY: With customer service orientation- register patients, answer telephones, prepare the office for the day, schedule patient appointments and collect money. Perform facials and services outlined in Esthetician Duties.

RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

Daily Operations

· Opens the office each day by ensuring the reception area is clean and tidy; includes checking computer systems, bathroom is clean, diffuser is on, starting music for patient arrival and ensuring exam rooms are ready.

· Answers the telephone pleasantly, and by the third ring as often as possible, transfer to appropriate staff member.

· Obtain contact information to include name, email, and phone number and area of interest from every inquiry to include phone calls and walk-ins. Encourages them to schedule an appointment and transfers call to Patient Coordinator as indicated. Complete telephone intake record for new inquiries and pass to Coordinator.

· Enter Patient Demographics from Telephone Intake Record/New Patient paperwork into Patient Now/SPC.

· Schedule patients follow up appointments; explains to new patients which pieces of information they are to bring, directions and parking. Back up to scheduling new consults.

· Encourages new patients to visit the practice web sites to learn more about the physicians and the services provided.

· Confirm appointments for Existing Patients and Pre/Post Op patients that did not confirm their appointment prior to noon the day prior to appointment, share information with Patient Coordinator and MDs, ask for guidance as needed.

· Take and upload photos of patient progress from the camera into Mirror

· Ensures all charts have been reviewed for the day; attaches Superbill to patient charts as needed

· Send reminder texts to upcoming new patients to ensure they complete their new patient paperwork prior to their appointment

· Organize schedule and reschedule patients as needed

· Assign staff members to exam rooms to promote maximum efficiency of appointments

· Send texts/emails encouraging patients to leave reviews

· Closing, balancing out and printing daily transaction reports

· Closing out cash drawer daily

· Ensures all faxes are cleared off the machine and distributed throughout the day

· Turn off diffuser, turn off music, check all cabinets/fridges are locked, all machines are off, and the office is closed.

Check-In, Registration, and Check-Out

· Greets patients as they arrive for scheduled appointments and build rapport from first interaction, provide sophisticated impression of practice.

· Provides new patients appropriate paperwork for required signatures if the patient has not been pre-registered

· Ensures all patient paperwork is complete and/or available before patient is seen, obtains photo for chart. This includes consents, superbill, new patient paperwork.

· Informs patients in the reception area when the physician is running behind- offers to reschedule them; Informs physician when patient is running behind.

· Escort patient to exam room as needed.

· Turnover and prepare Exam room as needed.

· No Show Follow-up –implements practice’s No-Show protocols including phone and email. Call after 15 min of missing appointment. Ensure f/u email is sent (part of pathway).

· Invoices and collects payments for non-surgical and skin care services as well as product sales.

· Apply injectable treatments and other services to reward programs online to give patients points for their visit.

· Schedules follow up appointments and makes note in chart of details – has numbing cream, needs photos at next visit, etc.

· Filing Charts (scan and upload any paperwork, faxes to Patient Now)

· Develops, manages, and updates surgeon and other provider scheduling templates for automated scheduling system, based on provider preferences

Medical Records Duties

· Pulls and files charts for patient appointments, staff, physicians and/or other requests; ensures all charts are organized to protocol

· Files lab reports, correspondence, physician dictation/notes, progress notes, radiology reports and other approved documents in appropriate locations in charts

· Answers phone inquiries regarding medical records

· Ensures fulfillment of all mailed-in and faxed requests for medical records from hospitals, attorneys, patients and other physicians- when appropriate releases are provided

· Notifies physicians for all requests for medical records

· Creates invoices, according to protocol, for copying and release of medical records

· Verifies authenticity of subpoenas and release of information forms and processes requests according to state guidelines

· Log and send tracking information for all breast implants done by physician or visiting physicians

Additional Duties

· Learn all skin care lines and services and be able to educate patients when needed.

· Sell products and services in person and over the phone

· Facilitates phone and walk-in requests for skin care products

· Screens visitors and responds to routine requests for information

· Manage vendor relationships. POC for all non-clinical vendors. (skincare, building, linens, robes, software, IT, water, etc)

· Handle all building maintenance requests with building manager or outside vendors.

· Stock breakroom as needed

· Start dishwasher once weekly or as needed

· Complete Pre-Op Checklists for surgeries and update Photo Tracking Excel

· Upload before and after photos into CAKE and ASPS

· Retrieve, open and deliver mail daily

· Always keep the patient reception area neat and clean throughout the day

· Facilitates any physician requests throughout the day

· Schedules appointments for physicians as needed

· Maintains (and orders) inventory of patient related material (charts, forms, brochures, maps, chart stickers, etc.)

· Orders office supplies after confirming order with physicians

· Maintains detailed knowledge of software as it relates to job functions

· Attends all regular staff meetings

· Manage inventory of skincare, office and breakroom supplies and order supplies

· Assist with social media as directed

· Create posters for office and social media for current specials

· Collaborate with physician and marketing to create monthly newsletters

· Pull and organize Amazon spending reports for reconciliation

· Update affiliated surgical centers with physician’s renewed credentials

· Assist Clinical Supervisor by handling patient pharmacy issues

· Input new patient emails into mail chimp

· Create Consult/Pre-op folders

· Stay up-to-date on Allergan promotions and send promo links to appropriate patients

Esthetician Duties

· Perform facials with respect to patient needs and protocol

· Maintain a clean and orderly Aesthetician Room

· Advising clients on skincare and home care regimens from the skincare line the office carries

· Educate patients on other services offered in clinic that may benefit them

· Order supplies related to Aesthetician Services

Access to PHI (Protected Health Information)

· Maintains patient confidentiality by following the HIPAA Compliance Plan established by the practice; releases PHI in accordance with the practice’s HIPAA Compliance Plan, attends regular HIPAA training, maintains data security by refusing to share computer and other passwords, and reports all identified and suspected HIPAA violations to the Privacy Officer

Typical Physical Demands

· Work may require sitting for long periods of time, as well as stooping, bending, and stretching for files and supplies.

· Employee will occasionally be asked to lift files or paper weighing up to 30 pounds.

· Position requires manual dexterity sufficient to operate a keyboard, operate a computer, telephone, calculator, copier, and other office equipment as necessary.

· Position also requires viewing computer screens and typing for long periods of time, and working in an environment which can be very stressful.

Typical Working Conditions

· Work is performed in a reception area, and involves frequent contact with patients

· Work may be stressful at times. The employee must be comfortable asking patients for money. Interaction with others is constant and interruptive.

· Full-time, Monday-Friday, 8:30 AM-5 PM.

Benefits -

Discounted products and services as well as the other benefits listed.

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Employee discount
• Flexible schedule
• Free parking
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• No weekends

Supplemental pay types:

• Commission pay

Experience:

• Facials: 1 year (Preferred)
• Front desk: 1 year (Preferred)
• Med spa: 1 year (Preferred)

License/Certification:

• Esthetician License (Required)

Ability to Relocate:

• San Diego, CA 92122: Relocate before starting work (Required)

Work Location: In person