Office Manager and Receptionist
1 week ago
We are looking for a office manager and receptionist for our medical spa. This role will oversee the administrative day-to-day operations of our medical spa - ideal candidate will possess excellent communication skills, coordinating abilities, and a strong understanding of both administrative tasks and the nuances of the medical spa industry. This person will play a crucial role in ensuring the smooth functioning of our facility, delivering high standards of customer service, scheduling, cleanliness, and supporting the overall success of our team and culture in delivering best in class medical spa services.
Administration:
Manage the daily administrative operations of the medical spa, including scheduling, billing, and record-keeping.
Ensure compliance with all relevant regulations and standards, including HIPAA guidelines and privacy act rules and regulations.
Monitor inventory and assist with ordering supplies as needed and maintaining appropriate stock levels in treatment rooms.
Staff Coordination and Support:
Coordinate staff schedules, team meetings/calls, and assignments to ensure adequate coverage and efficient operations.
Review staff timekeeping and tracking of hours and procedures through provided software payroll systems
Customer Support and Engagement:
Act as the first point of contact for patients, both in office and virtually, as directed, including but not limited to addressing patient/vendor inquiries, resolving issues, and ensuring exceptional customer service at all times.
Demonstrate diversity and inclusion exhibiting inclusiveness, kindness, and compassion in communicating and interacting with all patients.
Coordinate patient appointments, confirming schedules, and following up to ensure satisfaction including connecting patient’s with the Medical Director when indicated.
Handle patient concerns promptly and professionally, striving to exceed expectations and maintain positive relationships.
Forwarding any medical emergency immediately to the Medical Director for response and treatment or, with emergency response, to the appropriate emergency treatment facility.
Billing and Record-keeping:
Oversee billing processes at the time of payment to ensure all customers are properly billed for services.
Marketing and Promotion:
Collaborate with marketing personnel to upload and load any promotional or membership deals both in office, through email list serves, and through online channels so as attract new patients and retain existing ones.
Assist with the planning and delivery of special events, promotions, and special offers to drive business growth.
Facility Management:
Maintain a welcoming and professional environment including assisting professional staff in setting up treatment rooms for patients.
Coordinate maintenance and repairs with the assigned vendors as needed, ensuring that equipment and facilities are properly functioning and in compliance with regulations.
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