Front Desk Associate

The Artistry of Face; City of Glens Falls (NY); On-site; USD 25,000 - 36,000; Part time

Job summary

Artistry of Face is seeking a Front Desk Associate to manage patient flow, front desk operations, and administrative tasks in a medical aesthetics setting. You will support clinicians, handle scheduling, payments, and patient communications with a focus on confidentiality.

The role requires strong organization, communication, and teamwork, with a commitment to excellent customer service and a professional appearance in a fast-paced clinic environment.

Qualifications

• High school diploma or equivalent required; healthcare admin education preferred.
• Experience in healthcare/medical aesthetics setting preferred.
• Customer-service oriented with focus on patient satisfaction and retention.
• Proficient with EMR/scheduling, POS systems, and Microsoft Office.
• Strong organization, attention to detail, and multitasking in a fast-paced environment.
• Excellent communication and interpersonal skills; team player.
• Knowledge of medical terminology, aesthetics services, products, and ingredients preferred.
• Ability to work independently and as part of a team.

Responsibilities

• Check in patients, obtain consents, and enter data into the EMR.
• Alert providers on patient arrival and timely rooming of patients.
• Assist with patient comfort and prep for appointments.
• Process payments and deposits per HIPAA guidelines.
• Enter treatment invoices in POS and log rewards points.
• Manage EMR scheduling, messages, and clinician calendars.
• Book, reschedule, confirm appointments; monitor waitlists.
• Follow up with no-shows or cancellations and update records.
• Monitor emails; escalate issues as needed.
• Notify management of facility issues like cleanliness and equipment upkeep.
• Perform opening/closing duties and maintain front lobby and patient rooms.
• Assist inventory and restocking of supplies.

Skills

Customer service

EMR/scheduling systems

POS systems

Microsoft Office

Organization

Communication

Teamwork

Medical terminology (preferred)

Education

High school diploma or equivalent

Healthcare administration knowledge preferred

Tools

EMR system

POS system

Microsoft Office

Job description

Front Desk Associate at Artistry of Face

Job Description

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.

Patient Management

• Check patients in for their appointment, 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.
• Handle 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.
• Maintain an understanding of current specials and promotions.

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.
• Participate in a teamwork environment.

During Designated or Down Time

• Reach out to new leads through call or SMS.
• Reach out to follow-up lists provided by providers.
• Review the list of clients who cancelled in the last 2 weeks who have not yet rescheduled and get them on the books.
• Review the 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 a list of lapsed clients from Aspire, Allé, or the 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, or on promotion for the month so they can better recommend treatments and products to clients.
• Review specialty and "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.
• 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 a 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

• 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 as a calculator, copy machine, and computer printer.
• May need to stoop and kneel to access files or other equipment.
• The person in this position needs to be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• The person in this position may need to move, transport, position, or lift boxes weighing up to twenty pounds across the office for various needs.

Schedule

Approximately 24 hours per week:

• Monday: 9:00 AM – 5:00 PM
• Wednesday: 11:00 AM – 7:00 PM
• Friday: 9:00 AM – 5:00 PM