Medical Spa Front Desk Coordinator/Administrative Assistant

We are currently seeking a highly experienced and professional Front Desk Coordinator/Administrative Assistant to join our team at Form MD Aesthetics. This position plays a vital role in providing exceptional customer service and administrative support to our patients, providers, and staff. The ideal candidate will have previous experience working in a high-volume clinic or Medical Spa environment, be familiar with managing electronic medical records (EMR) and other practice processes, and possess excellent organizational and multitasking skills. Our current team consists of two Aesthetics Nurses and a Licensed Esthetician. Form MD Aesthetics operates alongside and collaboratively with Dr. Pollei’s surgical practice, Form MD Plastic Surgery & Hormone wellness entity, Form MD Performance.

Responsibilities:

- Greet patients with a warm and friendly demeanor, ensuring they feel welcome and comfortable throughout their visit.

- Manage patient appointments, schedule follow-up visits, and coordinate with providers to ensure optimal patient flow.

- Utilize the EMR system to accurately input and update patient information, medical history, and treatment plans.

- Assist providers with patient consultations, procedures, and treatments as needed.

- Maintain a clean and organized Front Desk area, ensuring all necessary forms, brochures, and promotional materials are readily available.

- Handle phone calls, emails, and inquiries from patients, addressing their questions or concerns in a professional and timely manner.

- Manage social media accounts, create engaging content, and promote our services to attract new patients.

- Collaborate with the marketing team to develop and implement effective social media campaigns and strategies.

- Perform general administrative tasks such as filing, data entry, scanning, and managing office supplies.

- Support the office manager with various administrative duties as required.

Client Engagement and Services Promotion:

- Utilize interpersonal and communication skills to engage with potential clients and promote our cosmetic and non-surgical services.

- Develop and maintain relationships with clients, guiding them through available treatments and procedures.

- Collaborate with the medical team to identify opportunities for upselling and cross-selling services.

- Meet and exceed sales targets, contributing to the growth of the Medical Spa's revenue.

- Provide exceptional customer service by addressing inquiries and assisting clients in making informed decisions regarding their aesthetic needs.

Requirements:

- Previous experience working in a Front Desk or administrative role within a high-volume clinic or Medical Spa is essential.

- Proficiency in using electronic medical records (EMR) systems.

- Strong customer service skills with the ability to maintain a positive and professional attitude in a fast-paced environment.

- Excellent communication skills, both written and verbal.

- Exceptional organizational and time management abilities.

- Familiarity with social media platforms and basic marketing principles.

- Tech-savvy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and general computer skills.

- Knowledge of aesthetic treatments, facial plastic surgery procedures, and Medical Spa services is highly desirable.

- Ability to maintain confidentiality and adhere to HIPAA guidelines.

- Flexibility to work occasional evenings and weekends as required.

If you are a dedicated and detail-oriented individual with a passion for aesthetics and customer service, we would love to hear from you. Join our team and contribute to enhancing the beauty and well-being of our valued patients!

To apply, please send your resume, cover letter, and any relevant supporting documents in reply to this job posting. We will review applications on a rolling basis and only contact those candidates selected for an interview.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Gym membership
• Health insurance
• Paid sick time
• Paid time off
• Uniform allowance

Healthcare setting:

• Clinic
• Outpatient
• Private practice

Medical specialties:

• Plastic Surgery

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Mission Viejo, CA 92691: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Med spa: 1 year (Required)
• Computer skills: 2 years (Required)
• Customer service: 3 years (Required)

Work Location: In person