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POSITION: Full- time Receptionist
DEPARTMENT: Front Office
REPORTS TO: Managers
JOB SUMMARY: Responsible for checking in and greeting patients upon arrival at the office and coordinating their visit with appropriate staff members in an efficient and pleasant manner; also provides effective communication with patients calling by telephone. Schedules all patient appointments in a professional, accurate, and courteous manner. Ensures the patient feels welcome to the practice. Monitors and modifies provider scheduling as necessary to maximize efficiency. Reviews patient charts to verify necessary information and signatures have been obtained.
EDUCATION AND EXPERIENCE:
- Experience in a similar capacity involving direct communication with the public, preferably in a medical or retail setting.
- High school graduate.
ESSENTIAL SKILLS AND ABILITIES:
- Superior interpersonal and communications skills.
- Outstanding listening skills and ability to empathize with others.
- Appropriate sense of discretion in dealing with varied and difficult situations with strict adherence to patient privacy and confidentiality regulations (e.g., HIPAA).
- Ability to convey a positive attitude in all dealings with others, whether patients or staff members.
- Exceptional personal organizational skills.
- Takes initiative to solve problems and complete projects.
- Attentive to detail.
- Proficiency in computer skills, including using appointment scheduling software, managing emails, and basic office applications.
- Ability to handle multiple tasks simultaneously and prioritize them effectively.
- Ability to display a well-groomed and professional appearance.
RESPONSIBILITIES:
- Office Triage: Greets each patient warmly upon arrival, determines needs, and ensures efficient transfer of care to other staff members as appropriate. Evaluates chart data to verify all information has been received and completed, and signatures obtained.
- Confirmation of Patient Information: Confirms with each patient upon each visit that patient information on file with the practice is accurate and up-to-date. Accurately records updates and corrections as needed.
- Monitoring of Waiting Room: Regularly checks patients in the waiting room to ensure each is comfortable. Reassures those patients subject to excessive waits and informs clinical staff of status as needed. Ensures furnishings and magazines are orderly and clean. Checks that departing patients appear able to travel safely from the office.
- Telephone Calls: Serves as primary individual responsible for answering telephone calls to the practice. Greets each patient warmly, listens carefully, then directs the call appropriately.
- Clerical Duties: Provides assistance in medical chart preparation and maintenance, scheduling, data entry, inventory, and other tasks as required.
- Collaboration: Willingness to assist with various tasks as needed to support the overall operation of the medspa. Ability to work collaboratively with other staff members, including practitioners, aestheticians, and other receptionists across all offices.
- Knowledge of Medspa Services: Ability to provide basic information about services, such as facials, skin treatments, body treatments, and aesthetic procedures; and assist clients with inquiries in order to assign them to appropriate provider.
- Other Duties: Performs other duties and assumes various responsibilities as determined by the supervisor.
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