Front Desk

SLK Clinic; City of Albany, Northern (NY, KY); Hybrid; USD 25,000 - 30,000; Full time

Job summary

Artistry of Face in Albany, NY seeks a Front Desk Associate to manage patient check-ins, scheduling, and front-desk operations in a medical aesthetics setting. You will support providers, ensure smooth patient flow, and uphold confidentiality and HIPAA standards.

The role requires strong customer service, organization, and communication skills, with daily administrative duties and a focus on exceptional patient satisfaction.

Qualifications

• High school diploma or equivalent.
• Healthcare administration or related field preferred.
• Experience in healthcare or medical aesthetics setting preferred.
• Proficiency with EMR/scheduling systems, POS systems, and Microsoft Office.

Responsibilities

• Check patients in/out and enter information into EMR/scheduling system.
• Alert providers on patient arrival and ensure timely rooming.
• Assist with patient comfort and preparation for appointments.
• Manage incoming calls, voicemail, and escalation as needed.
• Process payments and deposits in HIPAA-compliant manner.
• Book, reschedule, confirm appointments and manage waitlists.
• Maintain cleanliness and supply management in the facility.

Skills

Customer service

Communication

Organization

Attention to detail

Teamwork

Education

High school diploma

Healthcare administration background

Tools

EMR system

POS system

Microsoft Office

Job description

Description

Job Family: Front Desk Associate

Reports to: Junior Practice Manager

Supervisor: No

FLSA Classification: Non-exempt

Travel: Local

Location: Albany, NY

About Us:

At Artistry of Face, we work hard to create a unique and elevated experience that is all about a client's confidence. We thrive on educating our clients and providing customized treatment plans. Our areas of expertise include aesthetic and medical spa services, spanning injectables, facials, laser services, and body treatments. We are passionate about helping our clients look and feel their best, and we are committed to excellence in every service we provide.

Position Overview:

The Front Desk Associate needs to be highly organized and customer-service oriented. This individual is responsible for managing various front desk duties in a medical aesthetics environment, ensuring smooth patient flow, exceptional customer service, and efficient administrative support to the aesthetic providers. This role requires meticulous attention to detail, strong communication skills, and a commitment to maintaining patient confidentiality and satisfaction.

Key Responsibilities:

Patient Management:

• Check patients in for their appointment and obtain patient consents and enter patient information accurately into the EMR/scheduling system.
• Promptly alert healthcare providers upon patient arrival and ensure timely rooming of patients.
• Assist in patient comfort by numbing if necessary and preparing them for their appointments.
• Check patients out of their appointment and ensure they are satisfied upon leaving the practice.

Administrative Duties:

• Manage incoming calls, direct them appropriately, and monitor voicemail, ensuring timely responses or escalation as needed.
• Collect payments while adhering to HIPAA compliance standards.
• Handling deposits if necessary
• Enter treatment invoices into the Point of Sale (POS) system and log points in rewards programs.
• Become proficient in the EMR system, ensuring accurate scheduling, message responses, and clinician calendar management.
• Book and reschedule patient appointments, confirm appointments 24 hours in advance, and monitor the waitlist for scheduling optimization.
• Follow up with patients who miss or cancel their appointment.
• Monitor emails, respond accordingly, and escalation issues when necessary.
• Notify management of facility management issues, including cleanliness, safety, infection control, internet connectivity, and maintenance of equipment and supplies.

Facility Maintenance:

• Perform opening and closing duties, including cleaning the front lobby area, patient rooms, and maintaining cleanliness standards.
• Ensure the availability of amenities such as coffee and manage laundry and trash disposal.
• Assist with inventory management and restocking of supplies as needed.
• Customer Service and Communication:
• Provide excellent customer service with a focus on patient satisfaction, addressing inquiries, and concerns promptly and professionally.
• Communicate client concerns to management, participate in problem resolution, and implement preventive measures.
• Collaborate with healthcare providers and other team members to ensure seamless patient experiences.
• Understanding specials
• Professional Development:
• Attend work events, training sessions, and staff meetings to stay updated on industry trends, services, and products.
• Maintain confidentiality of patient information and uphold HIPAA compliance standards at all times.
• Participant in teamwork environment

During designated time or down time:

• Reach out to new leads through call or SMS
• Reach out to follow up list provided by providers
• Review list of clients who cancelled in the last 2 weeks who have not yet rescheduled and get them on the books
• review list of clients who did not rebook at the end of their appointment in the past 2 weeks and get them on the books
• Obtain list of lapsed clients from Aspire, Alle, or practice manager, and notify them of lapses and any current promotions
• SMS outreach to clients who indicated interest in treatments that are currently on promotion and get them on the books
• Review selling points of treatments and retail products that are being highlighted/featured/on promotion for the month so they can better recommend treatments and products to clients
• Review specialty & "best known for" treatments for each provider so they can better recommend providers to clients on the phone or in person
• Assist in filming providers if they need help
• Proactively reach out to new leads and clients who have not been into the practice in 90+ days.
• Review selling points of treatments and retail products that are being highlighted/featured/ on promotion for the month so they can better recommend treatments and products to clients.
• Contact patients who have not rebooked for their next appointment following their consultation or treatment visit.

Qualifications:

• High school diploma or equivalent required; additional education in healthcare administration or related field preferred.
• Previous experience in a healthcare or medical aesthetics setting preferred.
• Customer service oriented; focusing on patient satisfaction and retention.
• Proficiency in using EMR/scheduling systems, POS systems, and Microsoft Office Suite preferred.
• Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Excellent communication and interpersonal skills, with a customer-centric approach.
• Knowledge of medical terminology, aesthetics services, products, and ingredients is preferred.
• Ability to work effectively both independently and as part of a team. Working Conditions (includes physical demands):
• Prolonged periods in a stationary position; must be able to remain in a stationary position up to 50% of the time
• The person in this position occasionally needs to move about inside the office to access equipment, etc.
• Uses hands/fingers to operate computers and other office machinery, such a calculator, copy machine, and computer printer
• May need to stoop and kne