Patient Relations Representative - Deep Blue Med Spa

Patient Service and Communication 

• Maintain thorough knowledge of all DBMS treatments, procedures, injectable products, and current promotions. 


• Communicate with guests using professionalism, friendliness, sophistication, and confidence. 


• Maintain a professional appearance and appropriate business attire. 


• Advise aesthetic patients of the cancellation policy. 


• Ensure a welcoming, clean, and organized reception and waiting room environment. 

Scheduling and Front Office Operations 

• Open and close the office according to established procedures. 


• Answer telephone calls courteously and efficiently. 


• Schedule and manage appointments for all DBMS locations. 


• Constantly monitor DBMS provider schedules. 


• Confirm patient appointments and notify patients of required paperwork. 


• Verify and update patient demographic information during scheduling and confirmation. 


• Prepare the office for the next business day by printing superbills and creating new patient packets. 


• Registration, Documentation, and Compliance 


• Ensure all new patient online registrations, medical histories, and demographic information are completed in a timely manner prior to appointments. 


• Obtain required insurance information and government-issued photo identification for all new spa consults, as applicable. 


• Adhere to established protocols for patient identification and documentation. 


• Ensure all new patient paperwork, including medical history, is completed and uploaded into the NexTech patient file. 


• Comply with all HIPAA regulations. 


• Adhere to all departmental processes and procedures, including Check-In/Check-Out protocols. 

• Maintain knowledge of payment processes, including billing, packages, gift cards, and payment application. 


• Adhere to money handling and cash protocols and procedures. 


• Accurately post payments and complete necessary adjustments or corrections. 


• Run daily financial reports for aesthetic providers (Charges by Input Date). 


• Run payment, refund, and adjustment reports to complete the Daily Deposit. 


• Process payments and maintain accurate financial records. 

• Register Alle loyalty program for patients, issue points, redeem coupons, enter bills, and process payments. 


• Sell and promote DBMS retail products and services. 


• Maintain and replenish retail inventory and shelves as needed. 


• Ensure flawless execution of marketing promotions and enter all referral and discount code information into NexTech.  

Inventory and Administrative Support 

• Conduct and assist with weekly DBMS inventory counts and processing. 


• Check in retail orders and report in NexTech. 


• Assist the DBMS Director with administrative duties assigned. 


• Maintain a clean, neat, organized, and properly stocked workstation. 

Interdepartmental Coordination and Professional Development 

• Serve as a liaison between all departments within NYPSG. 


• Develop and maintain a full understanding of all NYPSG DBMS providers and physician preferences and procedures. 


• Participate in departmental meetings, DBMS evening events, training sessions, and company-sponsored events. 


• Support team building and organizational success through active engagement and collaboration. 

• Ability to maintain professional composure and customer-focused demeanor at all times. 


• Capacity to perform administrative, clerical, and front-desk duties for extended periods. 


• Flexibility to work evenings, special events, and training sessions as .