Treatment Coordinator Assistant

1 month ago

West Hollywood, United States Caliber Personnel Full time
Job DescriptionJob Description

The main objective of the Treatment Coordinator Assistant Non Surgical (TCA-NS) is to complete all administrative tasks for the Treatment Coordinator and keep the patients on their treatment course as directed by the Treatment Coordinators. The TCA-NS will be assigned to a specific Treatment Coordinator.


SCOPE OF POSITION


The TCA-NS’s responsibilities involve a combination of administrative tasks, patient communication, and collaboration with the sales and medical team. Among other functions, the TCA-NS assists in the coordination of treatment plans, follows up with patients, and ensures the highest level of patient satisfaction.


KEY JOB RESPONSIBILITIES


Daily Tasks:

  • Update the master list with the previous day’s patients and associated reminders related to treatment plans

  • Set patient reminders in accordance with instructions

  • Send out treatment plans and ensure complete quotes

  • BCC all treatment plans to relevant TC and TCA-NS team members

  • Create task reminders for same-day treatment patients

  • Conduct follow-up calls for patients after consultations to address questions and confirm understanding of treatment plans to the best of TCA-NS ability

  • Document call details in the master list and Salesforce

  • Create and update medical records in the EMR as required on the same day as client visit or treatment


Patient Coordination and Follow-Up:

  • Follow-up with patients to ensure accurate booking of procedures and treatments

  • Maintain accurate and up-to-date patient data

  • Collect payments from patients for treatments when TC is unavailable

  • Assist the TC in maintaining clinic and patient flow

  • Collaborate with the TCA-NS team to set up reminders for appointments and follow-ups

  • Send comprehensive treatment quotes to the patient as directed by Dr and the treatment coordinator, ensuring all required information is included

  • Send treatment plans, make phone calls, and send follow-up emails and specified intervals

  • Set reminders for patient return visits

  • Escalate unresponsive cases to call center for further follow up

  • Address questions, offer post-treatment care guidance, and conduct post treatment check-ins

  • Coordinate with skincare department for post-procedure care

  • Communicate with the Medical Assistants regarding procedures scheduled



Quality Assurance and Patient Relations:

  • Foster effective communication and collaboration with your assigned Treatment Coordinators, Doctor, and other staff members to ensure a cohesive and patient-centric approach.

  • Build and maintain strong relationships with patients, ensuring their needs are met and their expectations are exceeded throughout their treatment journey.

  • Conduct post-procedure calls to assess patients experience

  • Initiate reviews and gather patient feedback

  • Address patient concerns and coordinate with TC

  • Collaborate closely with your assigned Treatment Coordinator to ensure seamless coordination of treatment plans, scheduling, and follow-up care.



Additional Requirements:


  • Good communication, interpersonal, and relationship-building abilities.

  • Proficiency in using CRM systems and sales performance tracking tools.

  • Strong computer skills

  • Excellent and multitasking and organizational skills

  • Strong interpersonal skills and ability to build patient rapport

  • Prior experience in a medical or aesthetic practice a plus

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