Office Coordinator (Part-time)

Beleza Plastic Surgery & Medi-Spa; Pittsburgh (Allegheny County); On-site; USD 21,000 - 34,000; Part time

Benefits offered by this job

Retirement benefits

Employee discounts

Job summary

Beleza Plastic Surgery & Medi-Spa seeks a part-time Office Coordinator to be the first point of contact for patients, handling phone calls, greeting arrivals, and coordinating appointments through checkout. Friday availability 8:00 AM–6:00 PM is required, with additional hours during Mon-Fri 8:00–6:00.

The role emphasizes HIPAA-compliant record keeping, patient financing discussions, and collaborative support for the clinical team in a dynamic healthcare setting.

Qualifications

• Experience in a medical office or clinic front desk
• Familiarity with EMR systems such as NexTech is a plus
• Proficient in MS Office and data entry
• Excellent communication and professional phone etiquette
• Strong attention to detail in scheduling, payments, and records
• Able to manage multiple priorities in a fast-paced setting

Responsibilities

• Answering the phone with professional etiquette and managing reminders
• Schedule appointments using NexTech patient management software
• Present pricing and financing options to patients
• Maintain accurate medical records and ensure HIPAA compliance
• Collaborate with clinical staff to prepare appointment documentation
• Support surgical team by preparing post-op bags and liaising between teams
• Provide excellent customer service in person or by phone

Skills

Medical office experience

EMR knowledge

Microsoft Office

Communication

Attention to detail

Multitasking

Tools

NexTech

Microsoft Office

Job description

We are seeking a dedicated and energetic Part-time Office Coordinator to join our boutique plastic surgery practice. In this vital role, you will serve as the first point of contact for patients, ensuring a smooth and welcoming experience from their first phone call, greeting them upon arrival, and appointment scheduling all the way through checkout.

We are able to be somewhat flexible with advance notice for this role's schedule. Friday (8:00 AM - 6:00 PM) availability is absolutely required, and the remaining hours will be during normal business hours Mon-Fri, 8-6.

Your proactive approach and communication skills will help facilitate efficient clinic operations, support patient needs, and uphold the highest standards of confidentiality and professionalism. This position offers an exciting opportunity to contribute to quality patient care in a dynamic healthcare environment.

Responsibilities:

• Answering the phone with professional phone etiquette and managing appointment reminders
• Schedule appointments correctly using NexTech patient management software
• Presenting pricing and financing options to patients
• Maintain accurate and up-to-date medical records, ensuring compliance with HIPAA regulations and health information management standards
• Collaborate with clinical staff to prepare appointment documentation
• Support the surgical team by preparing post-op bags and liase-ing between clinical team and patients.
• Provide excellent customer service by addressing and/or directing patient questions to the correct team member and ensuring a positive experience in person or via phone.

Qualifications:

• Previous clinic or medical office experience is preferred, especially in a medical administrative support or front desk role
• Strong knowledge of EMR systems such as NexTech is a plus
• Proficiency in Microsoft Office Suite (Word, Excel) and basic computer skills for data entry and documentation review
• Excellent communication skills with the ability to perform well under pressure and demonstrate professional phone etiquette
• Attention to detail in scheduling and collecting payments, filing, documentation review, and maintaining accurate medical records
• Ability to work independently while managing multiple priorities in a fast-paced environment

Join Beleza's team as an Office Coordinator and be part of a compassionate healthcare setting where your organizational skills and dedication will directly impact patient satisfaction. We value proactive individuals who thrive on providing exceptional service while supporting clinical operations.

Part-time Beleza team members are eligible for retirement benefits and employee discounts.