Patient Coordinator

Oak Brook, IL, United States

Patient Coordinators serve as the friendly and welcoming face of the medspa. They are responsible for interacting with guests and scheduling their appointments. Aside from fielding daily phone calls and messages, they also handle the medspa's logistics, training, and promotion. This individual loves to care for and educate patients, create long-lasting relationships, work in a team environment, and serve as a brand ambassador. The Patient Coordinator assesses client needs & makes appointments accordingly; maintains a full schedule and efficient patient flow; and makes appointment confirmation and recall reminders. The ideal candidate will have an excellent work ethic, be a quick learner, enjoy multi-tasking, have the ability to prioritize effectively, excellent listening, verbal and written skills, stay organized, be flexible, and understand the importance of a positive, courteous, and a professional attitude in the workplace. Great attention to detail is ESSENTIAL. Must also display a polished professional appearance. Responsibilities: • Consistently provides excellent customer service to all clients in-person, over the phone, and through text/email inquiries • Educates clients on practice services, products, and treatment options • Exudes a positive attitude while working in a fast-paced environment • Oversees daily schedule to ensure seamless client experience • Monitor and respond to office voicemail, email inquiries, and text messages throughout the day • Accurately checking clients in/out and scheduling all follow-up visits • Intelligent booking using Aesthetic Record software • Ability to stay calm under pressure and quickly find solutions to potential issues • Responsible for cleanliness and appearance of the spa including lobby, front desk, & break room • Providing after-care instructions and follow-up calls • Provide quotes for services. • Provide RX photos prior to treatments/consult with the provider • Responsible for taking before and after photos & videos • Charting with AestheticRecord • Promote and educate applicable skincare products, services, and treatments during client interactions; both on the phone and in the clinic • Possess congenial diplomacy and maintain a consistently high standard of one’s appearance and professionalism that coincides with the high standard and brand • Adhere to HIPPA and OSHA standard Qualifications: Phone Experience • Ability to confidently explain treatments, payment policies of the practice, including obtaining a deposit at the time of new consult booking. The ability to book an inbound lead is required. Emotional Intelligence • Our staff is skilled at effectively minimizing client stress/anxiety related to procedures/treatments as well as confidently providing reassurances that the recommended treatment(s) are tailored to address the client’s expressed needs/desired results. As such, all clinic staff must be intimately familiar with every treatment, product and service offered at our practice, and be able to explain in detail the treatment expectations and benefits, and costs. Interpersonal Savvy • Needs to effectively manage and control client flow and be adept at problem-solving. Must be organized and able to manage multiple tasks. Ability to figure things out ahead of time, make sound decisions/recommendations, and conduct oneself professionally while juggling several responsibilities. The ability to communicate effectively with the provider, clients, and other staff members in a respectful and professional manner at all times is a must. Technical Skills: • Experience and comfort with using technology to effectively perform the duties of this position are necessary. Our practice utilizes several software systems and a working knowledge is required Aesthetic Record, Microsoft Office, • Training on each of these systems can be provided, but the successful candidate must be able to learn and confidently use technology. Mannerly and hospitable applicants only. • This is a position based on 12-20 hours per week. Business hours are typically Monday through Saturday; employees' schedules will depend on clinic needs. Pay is commensurate with experience level. Work Remotely • No Compensation: $16 - $22 hourly

• Consistently provides excellent customer service to all clients in-person, over the phone, and through text/email inquiries • Educates clients on practice services, products, and treatment options • Exudes a positive attitude while working in a fast-paced environment • Oversees daily schedule to ensure seamless client experience • Monitor and respond to office voicemail, email inquiries, and text messages throughout the day • Accurately checking clients in/out and scheduling all follow-up visits • Intelligent booking using Aesthetic Record software • Ability to stay calm under pressure and quickly find solutions to potential issues • Responsible for cleanliness and appearance of the spa including lobby, front desk, & break room • Providing after-care instructions and follow-up calls • Provide quotes for services. • Provide RX photos prior to treatments/consult with the provider • Responsible for taking before and after photos & videos • Charting with AestheticRecord • Promote and educate applicable skincare products, services, and treatments during client interactions; both on the phone and in the clinic • Possess congenial diplomacy and maintain a consistently high standard of one’s appearance and professionalism that coincides with the high standard and brand • Adhere to HIPPA and OSHA standard

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