Front Office Coordinator

Cosmetic Physician Partners is a dynamic and fast-growing network of physician-led medical aesthetic clinics across the United States. We're on a mission to enhance the quality of life for both our valued clients and team members, and we do this by providing exceptional leadership, market-leading support services, and a unique brand experience that delivers exceptional results.

We are currently hiring a Front Office Coordinator to join our team of aesthetic professionals at Plastic Surgery Associates & Allegro MedSpa in Santa Rosa, CA.

Plastic Surgery Associates & Allegro MedSpa serves clients from Sonoma, Napa, and Marin counties, and we're proud to have nationally recognized board-certified plastic surgeons who provide the highest quality of patient care and exceptional results.

As a Front Office Coordinator, you will serve as the initial point of contact and representative of the practice to all visitors and phone inquiries, ensuring a positive and professional impression. The role will involve various tasks, including front desk check-in/check-out, appointment scheduling, and patient communications. The ideal candidate will possess excellent customer service skills, have knowledge of medical terminology, and be proficient with computers.


Work Schedule:

Monday - Friday 8:00 AM - 5:00 PM including some Saturdays 9:00 AM - 4:00 PM

Responsibilities:

Front Desk Check In/Check Out

• Greet and welcome all new patients and visitors to the practice using excellent customer service skills.
• Selling - Help increase memberships and retail sales.
• Present forms (paper and electronic) to be filled out, provide any assistance needed by patient.
• Verify and update all demographic information on established patients.
• Provides registrations forms/consents to patients to read and sign.
• Provides HIPAA Privacy Notice to patient, along with acknowledgement form for patient’s/legal guardian’s signature.
• Accurately and efficiently enter all demographic into the practice management system.
• Schedule all appointments in a professional, accurate and courteous manner, following template guidelines.
• Monitors and modifies providers’ scheduling templates as necessary to maximize efficiency.
• Responsible for all areas of patient check in and check out.
• Check out all patients and collect appropriate monies due (payment for cosmetic procedures or products). Schedule all follow-up appointments.
• Accurately enter all patient charges into the practice management system.
• Post any collected monies to appropriate line items.
• Keeps patients informed of any delays in being taken back by clinic staff.
• Answers telephone, obtaining appropriate information such as name, nature of call and then route to appropriate person.
• Completes daily batch reconciliation.
• Balance all charges and collections showing in computer against encounter forms and all money collected.
• Count change drawer, assures that all money is accounted for. Notify the Practice Administrator immediately if there is a discrepancy (over or under).
• Put finished deposit and balance sheets in cash box.
• Maintains orderliness of waiting area throughout the day, paying attention to the neatness of magazines, brochures, binders and removing items discarded by patients.
• Assists in the training of new Patient Entry staff.
• Maintains professional image through appropriate attire and grooming.
• Performs other duties as needed.

Telephones

• Retrieve messages from voicemail upon arrival in the morning, throughout day and end of day.
• Takes patient messages for doctor or clinical personnel, give to appropriate person.
• Schedule and reschedule all appointments in a professional, accurate and courteous manner, following template guidelines
• Monitors and modifies providers’ scheduling templates as necessary to maximize efficiency.
• Utilize waiting list to contact patients

Qualifications:

• High school diploma or equivalent
• Minimum of two years of experience in medical practice, hospital, customer service, retail, or hospitality environment. However, we are willing to train the right candidate.
• Ensure patient information is kept private and secure in compliance with HIPAA regulations
• Excellent communication and telephone etiquette skills
• Ability to work well in a team environment
• Ability to multitask with attention to detail
• Proficient in using computers
• Knowledgeable in medical terminology
• Familiarity with Nextech