Practice Support Administrator (PSA) - Chicago

Spaderma, Inc

Chicago, Northern (IL, KY)

Hybrid

USD 38,000 - 48,000

Full time

7 days ago

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Benefits offered by this job

Health and Wellness Benefits

Medical, dental and vision insurance

401K match

Paid parental leave

Vacation and Time Off Benefits

PTO

Paid holidays

Generous request off policy

Discretionary monthly sales bonus and?

Job summary

SpaDerma, a Chicago-based medical spa, seeks a Practice Support Administrator in Wilmette to support patients and providers. You will greet patients, check out, review accounts, close sales, and advise on treatments with a five-star customer service focus.

Ideal candidates are passionate about aesthetics, detail-oriented, and able to handle scheduling, billing, and promotions. The role is full-time with nights and weekends, 36–40 hours per week.

Qualifications

Minimum 1 year in customer service and sales.
1+ year in healthcare or hospitality experience.
MedSpa experience a plus.

Responsibilities

Greeting patients while providing customer service and phone etiquette training.
Utilizing booking software to check out sales, schedule appointments and track sales.
Completing daily auditing reports for scheduling, transactions, device availability, etc.
Maintaining a clean and sanitized spa area including laundry and minor cleaning duties.
Managing inventory and ordering; retail, professional backbar and medical supplies.
Resolving customer concerns in a timely and effective manner.
Following up with patients regarding account balances, appointments, and treatment concerns via phone, email and text.
Learning, retaining, and promoting treatment information to patients.

Skills

Typing

Google Suite

Organization

Medical spa knowledge

Customer service & sales

Team collaboration

Education

1+ years customer service & sales

1+ years healthcare or hospitality

1+ years medspa experience (plus)

Job description

Practice Support Administrator (PSA) - Chicago

Full Time Clerical Chicago, IL, US

Since 2001 SpaDerma has been Chicago's leading medical spa providing Cosmetic Injectables, Laser Hair Removal and Advanced Skincare. Our team of skilled Aestheticians and Injectors provide effective treatments using the most advanced technology available. We pride ourselves in being an approachable and affordable brand where employee empowerment and patient satisfaction are the focal point.

SpaDerma was named the #1 Skinpen and #1 Hydrafacial account from 2022-2025 and continues to be amongst the top accounts with vendors nationwide. With over 140 employees and 5 spa locations we’re looking to continue to build our team!

We are currently seeking to expand our support team at our North Shore office in Wilmette. If you have a passion for the aesthetic or beauty industry we want to hear from you. This is a great entry level opportunity to work with an ever-growing company and gain exposure to the medical esthetics field. The ideal candidates are looking for a positive, fast-paced culture where attention to detail and customer service are key. This is afull-time role, 36+ hours a week. Hours may be flexible however, at least one weekend day shift and closing shift will be required weekly.

** #1 Hydrafacial in IL, #1 SkinPen Nationwide, #1 ViPeel Nationwide, #1 MOXI provider in the world.

The Practice Support Administrator is responsible for supporting patients and providers within the spa locations. This position requires a candidate that excels in providing a five star approach to customer service and patient experience. The focus is patient interaction in regards to greeting, checking out, reviewing patient accounts, closing sales, and consulting on treatments and products. An advanced knowledge of our services and offerings is ideal but training will be available. In addition, our team of providers made up of Cosmetic Injectors and Aestheticians/Laser Specialists require assistance with scheduling, patient communication, and assisting in treatment room maintenance.

If you have a passion for the aesthetic or beauty industry we want to hear from you. This is a great entry level opportunity to work with an ever-growing company and gain exposure to the medical esthetics field. The ideal candidates are looking for a positive, fast-paced culture where attention to detail and customer service are key.

The schedule requirements are nights and weekends with flexibility to accommodate changes to scheduling on a monthly basis. This is a full time position with 36-40 hours a week.

Duties/Responsibilities:

Greeting patients while following providing customer service and phone etiquette training
Utilizing booking software to accurately check out sales, schedule appointments and track sales
Completing daily auditing reports for scheduling, transactions, device availability, etc
Maintaining a clean and sanitized spa area which includes laundry minor cleaning duties
Managing inventory and ordering; retail, professional backbar and medical supplies
Resolving customer concerns in a timely and effective manner
Following up with patients in regards to account balances, appointments, and treatment concerns via phone, email and text
Learning, retaining, and promoting treatment information to current and potential patients
Attending events and promotional functions in the practice and offsite
Following all company protocols and procedures with the highest regard for professionalism and confidentiality
Managing weekly assigned administrative work to support the business as needed
Attending team meetings, product and device training, sales coaching, and performance reviews
Reviewing patient account and billing management; memberships, packages, and transactions
Responsible for compiling reports in regards to sales, inventory, patient retention, etc
Managing all applicable business software often used for charting, booking, and patient reviews
Responsible for appointment scheduling, confirmations, bill pay, and patient consent forms
Manages promotional items and in spa displays
Responsible for increasing sales through lead generation, warm calling, patient consultations and overall effective patient follow up
Assisting providers and management as needed