Medical Assistant-Medical Spa

BEVERLY HILLS REJUVENATION CENTER

Newport Beach

Who We Are

We are an upscale, full-service health and beauty company opening a new location at The Shoppes at Chino Hills. We offer everything from stem-cell therapy to laser resurfacing. We are looking for a medical assistant team leader for front and back office. We are hiring for a part-time position, but full-time for strong candidate.

This is a patient-centric environment, where we support our employee’s growth. We promote from within, and will provide training to the right applicant. If you are a positive, up-beat and dependable professional, we are looking for you.

Job Description:

The Medical Assistant is a part of the decision-making team that helps the business continuously grow and improve. They have complete knowledge of the business’s financial and operational procedures and are responsible for implementing strategies and processes to help the business thrive. Above all, they ensure every patient experience excellent patient care and service. The Manager is tosupervise all day-to-day operations, delegates’ responsibility and supervises employees to assure that all operations are performed in accordance with BHRC standards, policies and procedures.

Job Duties, Responsibilities and Capabilities:

General

• Oversee and manages all areas of the business

• Keeps upper management and/or Medical Director promptly and fully informed of all issues (e.g., problems, unusual matters of significance, and positive events) and takes prompt corrective action where necessary, or suggests alternative courses of action.

• Completes job responsibilities and performance objectives in a timely and effective manner and in accordance with Beverly Hills Rejuvenation Center policies and procedures.

• Maintain a favorable working relationship with all employees to foster and promote a cooperative and harmonious working climate which will be conducive to maximum employee morale, productivity, and efficiency/effectiveness.

Financial

• Adhere to company standards and service levels to increase sales and minimize costs, including supplies, utility, and labor costs.

• Accountable for meeting all sales goals

• Responsible for ensuring that all financial (invoices, reporting) and personnel/payroll-related administrative duties are completed accurately, on time, and in accordance with company policies and procedures.

• Create a structured business plan every month to hit set sales goals

Client Service

• Ensure positive client service in all areas

• Respond to complaints, taking any and all appropriate actions to turn dissatisfied clients into return clients

Operational Responsibilities

• Accountable for all facility maintenance and cleanliness

• Ensure all services are rendered in accordance with BHRC policies and procedures

• Ensure all patients receive a proper consultation and treatment recommendations based on their individual skin needs and desired outcome

• Ensure that proper security procedures are in place to protect employees, clients, and company assets.

• Ensure accurate inventory reports and enforce inventory control procedures

• Ensure a safe working and client environment to reduce the risk of injury and accidents. Complete incident/accident reports promptly in the event that a client or employee is injured or patient has an adverse reaction to a product or treatment.

• Manage all daily activities involving staff and patient care assuring the highest level of care and service for all patients.

• Investigate and resolve complaints concerning services.

Personnel

• Provide direction to employees regarding operational and procedural issues

• Interview employees. Direct hiring (as layed out in BHRC New Hire Process), supervision, development and, when necessary, termination of employees

• Conduct orientation as layed out in the BHRC onboarding process

• Assess training needs and schedule training appropriate for each staff members needs

• Develop employees by providing ongoing feedback, establishing performance expectations, and conducting performance reviews

• Maintain an accurate and up-to-date plan of staffing needs. Prepare schedules and ensure that the center is staffed appropriately all hours of operation

• Ensure all HR policies are enforced

• Attend and maintain all staff training, relevant to their role, in meeting federal and state law requirements of a medical office, such as HIPAA, CPR, OSHA, CLIA

Marketing

• Create monthly specials in collaboration with upper management and marketing

• Monitors competition by gathering current marketplace information on pricing, products and new products

• Hold special events in collaboration with vendors

• Convert patient leads into clients. Ensure all client leads are promptly contacted and proper follow up is completed and recorded.

Daily Responsibilities:

• Ensure all patients receive excellent patient care and service

• Prepare payroll including payment of commissions and bonuses

• Prepare reports and submit to upper management for review

• Assure all staff is on point with their assigned duties

• Review Time Clock Report to assure accuracy and submit in timely manner for payroll

• Review clinic schedule to assure all appointments are scheduled correctly ie with the right providers, for the right amount of time etc. Make changes as needed.

• Assure accuracy of all cash payments and deliver to corporate office

• Create and manage employee schedules and calendar

• Schedule meetings with employees as needed

• Maintaining an adequate stock of clinic supplies

• Conduct inspections of center for cleanliness and condition.

• Conduct staff evaluations on a yearly basis or as appropriate

• Constantly communicate with your clinic staff

• Resolution of customer complaints

• Generate money-saving ideas and submit them to the upper management

• Complete inventory count and resolve all discrepancies

• Ongoing assessment of staff training needs. Provide appropriate training for all staff

• Promote an organized, positive, and motivating work environment.

• Assure all new client leads are responded to in a timely manner and a full conversion funnel is in place and followed

To provide exceptional customer service to all clients and vendors, while effectively maintaining front desk procedures including greeting patients, managing the patient check-in and check-out processes, answering phone lines, scheduling appointments, managing in-clinic patient flow, confirming appointments and addressing patient questions.

The Medical Assistant is responsible for performing BHRC’s non-invasive treatments for which they are legally qualified in a safe and effective manner. The Medical Assistant will also be called upon to prepare patients and treatment rooms for exams, treatments and procedures.

Job Duties, Responsibilities and Capabilities: This is not an exhaustive list of duties.

Contribute regularly to IG. Beverly Hills Rejuvenation Center guidelines must be reflected in each post

Manage Promotions

Scribe notes.

Greet patients with a smile

Time management

Order Inventory

Record and track employee performance

Support front/back office to keep schedule in track

Critically think through each situation in a calm and collected manner

· Assist patients with completion of consent forms for indicated procedures

· Draw blood for procedures and lab samples

· Knowledge of and strict adherence to aseptic technique, and in biohazard management

· Keep front office/refreshment station stocked and clean

· Assist with recording/photos for social media

· Take patient photos before and after procedures

· Answer multi-line phone system

· Have full knowledge of BHRC products and services and have the ability to answer patient questions

· Frequently review schedule to assure accuracy

· Conduct appointment confirmation

· Check patients in and out

· Responsible for accurate invoicing and payment collection

· Confirm patient appointments daily

· Contact patients with pre and post treatment instructions

· Create daily reports required by management

· Create daily payment collection reports and review merchant account reports to assure accuracy; resolve discrepancies

· Assist providers and staff with patient flow

· Assist with treatment room turnover/set up

· Assist with tray setup for each procedure

· Assist with patient preparation for procedures

· Maintain cleanliness of front desk and reception area

· Maintain professional appearance

· Maintain patient confidentiality, including HIPAA and practice specific compliance guidelines

· Ship and receive packages

· Assist manager and staff as needed

· Greeting guests & members in a professional manner and delivering elite customer service.

· Prepare patients and treatment rooms for exams, treatments and procedures.

· Perform non-invasive treatments such as Emsella.

· Promote the health and wellness benefits of all the products, treatments and procedures/treatments available to our patients.

· Safeguard client information and confidentiality.

· Have the presence of mind to deal with emergency situations and difficult patients.

· Have a pleasant personality, and a healthy outlook on life.

· Must be able to maintain federal requirements of a medical office, such as HIPAA, etc.

· Understand the benefits of skin care, our product lines and procedures and products offered by this office.

· Skill in establishing and maintain effective working relationships.

· Ability to establish priorities and coordinate work activities.

· Strong communication skills at all levels.

· Ability to analyze problems and consistently follow through with a solution.

· Ability to quickly learn our products and procedures available to our patients and learn new products, techniques or equipment as they are obtained.

· Ability to maintain confidentiality of patient and employee information.

· Office duties include, but not limited to: answering phones, chart preparation, medical records filing, knowledge of basic office equipment, including copying, faxing, emailing, texting, scanning and basic computer skills. Ability to organize and communicate clearly.

· Ability to check out patients and schedule appointments.

· Provide five-star service and able to communicate effectively with patients, other staff members and physician.

· Effectively educate our patients on our product lines to continue their at home regimen.

· Excel in a team-based culture.

· Must be comfortable and at ease working in a fast-paced environment and have a track record of excellent customer service, problem solving and organizational skills and understanding of group process and teamwork.

Qualifications:

• Medical assistant certification and phlebotomy training/certification
• Clean background check
• Able to type 40 words per minute
• Excellent customer service
• Strong organization skills
• Excellent follow through and follow up
• Familiar with using a multi-line phone system
• Demonstrate computer literacy including use of office EMR
• Possess excellent communication, organization and problem solving skills
• Ability to work in a fast paced environment and handle stressful conditions
• Ability to learn products and services quickly
• Excellent phone skills
• Ability to deal with difficult patients
• Ability to prioritize and handle a variety of tasks simultaneously and the ability to work with frequent interruptions
• Experience working in a medial spa or dermatological practice is preferred, but will train the right individual
• Have a friendly, can-do attitude.
• A person that goes above and beyond to ensure our patients and team are happy
• Be supportive of the other members of the team in completing tasks

Working Conditions:

• Fast-paced Medical Spa Setting
• Must be willing and able to work flexible hours, including evenings and some weekends.
• May be asked to assist in BHRC sponsored special events and trainings. These trainings and events may sometimes take place outside of normal work hours or at a location other than the spa.

Physical Requirements:

• Employee is required to sit and stand for long periods of time.
• Employee must be able to lift 40 lbs
• Employee must be able to reach, bend and lift
• Employees must be prepared to work in a fast-paced medical

setting.

Compensation

· $26/hour after 90-day probationary period, if experienced in phlebotomy and management role. $24/hour to start, must have certificate in phlebotomy with a background in management.

· Full-time employees are offered medical benefits for themselves, after successfully completing 90-day probationary period.

· Full-time employees accrue PTO after 90-day probationary period.

· Free treatments or heavily discounted treatments/products for employee, as specified in the sign-on paperwork. This benefit is contingent on reaching measurable performance goals and completing 90-day probationary period. These terms will be delineated in sign-on paperwork.

· Discounts on treatments and products for immediate family members, as delineated in sign-on paperwork.

How to Apply

· Send an updated resume with attached driver’s license.

· Attach phlebotomy certification or medical assistant certification (or will not be considered).

· Please make sure you meet all requirements, and be willing to submit for a background check.