Front Office Administrator
Illuminate Plastic Surgery, In | San Jose | Full-time | app.trinethire.com |
Description
The Front Office Administrator holds a pivotal role in delivering a seamless and welcoming experience for patients through adept coordination and communication skills.
Responsible for patient check-in, greeting, and appointment scheduling, the Front Office Administrator fosters a positive atmosphere and smooth operations within the practice.
This role also involves the crucial aspects of monitoring and optimizing provider schedules for efficiency, reviewing patient charts, and, notably, demands a strong emphasis on knowledge of med spa treatments and surgical procedures.
The Front Office Administrator, equipped with critical thinking and problem-solving skills, ensures that patient interactions are handled with the utmost professionalism and efficiency.
Availability
Monday 8:30 AM to 5:30 PM
Tuesday 8:30 AM to 5:30 PM
Wednesday 8:30 AM to 5:30 PM
Thursday Flexible
Friday 8:30 AM to 5:30 PM
Education and Experience
1. High school graduate or equivalent.
1. 2+ years in similar public-facing role, preferably in aesthetic or medical setting.
Requirements, Skills, and Abilities
Physical Requirements
1. Engage in mild to moderate walking, pushing, pulling, crouching, bending, stretching, and twisting.
1. Ability to carry up to 10 pounds.
Technical Abilities
1. Ability to use computer with Windows Operating System for daily tasks, including Email and Microsoft Teams.
1. Ability to use Electronic Medical Record (PatientNOW).
1. Ability to use TouchMD.
1. Ability to use Webex software as needed.
Communication and Problem Solving
1. Possess a wide-ranging knowledge of aesthetic healthcare.
1. Good problem solving and analytical skills.
1. Excellent Communication skills.
1. Empathetic with patient needs and concerns.
1. Ability to multi-task.
1. Well organized with attention to detail.
1. Excellent time management skills.
1. Take initiative to resolve issues independent of direct supervision.
Patient Confidentiality
1. Discretion in handling diverse and challenging situations while adhering to patient privacy regulations.
Availability
1. Reliable Transportation
1. Ability to work 8:30 am to 5:30 pm daily with 1 hour lunch.
Aesthetic Knowledge
1. A good understanding of all practice offerings.
1. The ability to credential each surgeon to a patient.
Immunizations and Tests
1. Yearly Influenza and COVID-19
Environmental Hazards and Job Conditions
Exposure to:
1. Hazardous chemicals. Minimal, Low.
1. Infectious disease while in decontamination area and during all patient contact. Minimal, Low.
1. Bloodborne pathogens. Minimal, Low.
Personal Protective Equipment (PPE) required based on procedure.
1. Mask as required by local health department.
Job Duties
Attend Meetings
1. Daily Huddle at 8:45 AM in person when surgery clinic at their location.
1. Attend monthly meetings for their location. Bring suggestions or concerns to that meeting.
1. Other meetings as scheduled.
Check-in patient
1. Warmly greet each person entering the office.
1. If patient is there for an appointment,
1. check-in appointment in PN,
1. invite the patient to take a seat,
1. notify clinical staff of patient arrival,
1. offer beverages as appropriate.
1. Confirms and updates patient’s chart data for completion and to verify information.
1. Assist with consent signatures as required.
Check-out Patient
1. As patient exits treatment room, offer to schedule, or confirm next appointment.
1. Check-out patient in PN.
Create Invoice
1. Create an invoice that accurately represents all of services and retail products provided to patient that day, or receive services and/or retail products on prepaid package invoices.
1. Collect consultation charges and appointment fees accurately and efficiently.
1. Apply marketing promotions and discounts appropriately and correctly.
Monitor Waiting Room
1. Regularly check the waiting room for patient comfort.
1. If wait time is excessive
1. Reassure patients.
1. Check in regularly with clinical staff.
1. Maintain an orderly and clean waiting area.
1. Ensure departing patients appear fit to travel safely.
Provide Telephone Backup
1. Answer overflow calls from the call center if no immediate patients require above.
1. Greet patients warmly, listen attentively, and direct calls appropriately.
Inventory
1. Take inventory of products on a daily, weekly, or monthly basis as required.
Participate as Illuminate Quality Management Team
1. Complete RISQI Reports as needed.
1. Make suggestions for improvement.
And other duties as assigned.
1. Every Illuminate Team Member provides backup and assists other staff in completing their tasks.
1. Management may assign projects or special tasks as needed.
The Front Office Administrator holds a pivotal role in delivering a seamless and welcoming experience for patients through adept coordination and communication skills.
Responsible for patient check-in, greeting, and appointment scheduling, the Front Office Administrator fosters a positive atmosphere and smooth operations within the practice.
This role also involves the crucial aspects of monitoring and optimizing provider schedules for efficiency, reviewing patient charts, and, notably, demands a strong emphasis on knowledge of med spa treatments and surgical procedures.
The Front Office Administrator, equipped with critical thinking and problem-solving skills, ensures that patient interactions are handled with the utmost professionalism and efficiency.
Availability
Monday 8:30 AM to 5:30 PM
Tuesday 8:30 AM to 5:30 PM
Wednesday 8:30 AM to 5:30 PM
Thursday Flexible
Friday 8:30 AM to 5:30 PM
Education and Experience
1. High school graduate or equivalent.
1. 2+ years in similar public-facing role, preferably in aesthetic or medical setting.
Requirements, Skills, and Abilities
Physical Requirements
1. Engage in mild to moderate walking, pushing, pulling, crouching, bending, stretching, and twisting.
1. Ability to carry up to 10 pounds.
Technical Abilities
1. Ability to use computer with Windows Operating System for daily tasks, including Email and Microsoft Teams.
1. Ability to use Electronic Medical Record (PatientNOW).
1. Ability to use TouchMD.
1. Ability to use Webex software as needed.
Communication and Problem Solving
1. Possess a wide-ranging knowledge of aesthetic healthcare.
1. Good problem solving and analytical skills.
1. Excellent Communication skills.
1. Empathetic with patient needs and concerns.
1. Ability to multi-task.
1. Well organized with attention to detail.
1. Excellent time management skills.
1. Take initiative to resolve issues independent of direct supervision.
Patient Confidentiality
1. Discretion in handling diverse and challenging situations while adhering to patient privacy regulations.
Availability
1. Reliable Transportation
1. Ability to work 8:30 am to 5:30 pm daily with 1 hour lunch.
Aesthetic Knowledge
1. A good understanding of all practice offerings.
1. The ability to credential each surgeon to a patient.
Immunizations and Tests
1. Yearly Influenza and COVID-19
Environmental Hazards and Job Conditions
Exposure to:
1. Hazardous chemicals. Minimal, Low.
1. Infectious disease while in decontamination area and during all patient contact. Minimal, Low.
1. Bloodborne pathogens. Minimal, Low.
Personal Protective Equipment (PPE) required based on procedure.
1. Mask as required by local health department.
Job Duties
Attend Meetings
1. Daily Huddle at 8:45 AM in person when surgery clinic at their location.
1. Attend monthly meetings for their location. Bring suggestions or concerns to that meeting.
1. Other meetings as scheduled.
Check-in patient
1. Warmly greet each person entering the office.
1. If patient is there for an appointment,
1. check-in appointment in PN,
1. invite the patient to take a seat,
1. notify clinical staff of patient arrival,
1. offer beverages as appropriate.
1. Confirms and updates patient’s chart data for completion and to verify information.
1. Assist with consent signatures as required.
Check-out Patient
1. As patient exits treatment room, offer to schedule, or confirm next appointment.
1. Check-out patient in PN.
Create Invoice
1. Create an invoice that accurately represents all of services and retail products provided to patient that day, or receive services and/or retail products on prepaid package invoices.
1. Collect consultation charges and appointment fees accurately and efficiently.
1. Apply marketing promotions and discounts appropriately and correctly.
Monitor Waiting Room
1. Regularly check the waiting room for patient comfort.
1. If wait time is excessive
1. Reassure patients.
1. Check in regularly with clinical staff.
1. Maintain an orderly and clean waiting area.
1. Ensure departing patients appear fit to travel safely.
Provide Telephone Backup
1. Answer overflow calls from the call center if no immediate patients require above.
1. Greet patients warmly, listen attentively, and direct calls appropriately.
Inventory
1. Take inventory of products on a daily, weekly, or monthly basis as required.
Participate as Illuminate Quality Management Team
1. Complete RISQI Reports as needed.
1. Make suggestions for improvement.
And other duties as assigned.
1. Every Illuminate Team Member provides backup and assists other staff in completing their tasks.
1. Management may assign projects or special tasks as needed.
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