Front Office Coordinator

Cosmetic Physician Partners is a dynamic and fast-growing network of physician-led medical aesthetic clinics across the United States. We're on a mission to enhance the quality of life for both our valued clients and team members, and we do this by providing exceptional leadership, market-leading support services, and a unique brand experience that delivers exceptional results.

We are currently hiring a Front Office Coordinator to join our team of aesthetic professionals at Plastic Surgery Associates & Allegro MedSpa in Santa Rosa, CA.

Plastic Surgery Associates & Allegro MedSpa serves clients from Sonoma, Napa, and Marin counties, and we're proud to have nationally recognized board-certified plastic surgeons who provide the highest quality of patient care and exceptional results.

As a Front Office Coordinator, you will serve as the initial point of contact and representative of the practice to all visitors and phone inquiries, ensuring a positive and professional impression. The role will involve various tasks, including front desk check-in/check-out, appointment scheduling, and patient communications. The ideal candidate will possess excellent customer service skills, have knowledge of medical terminology, and be proficient with computers.

Responsibilities:

• Greet and welcome all new patients and visitors to the practice using excellent customer service skills.
• Present forms (paper and electronic) to be filled out, provide any assistance needed by patient.
• Verify and update all demographic information on established patients.
• Provides registrations forms/consents to patients to read and sign.
• Provides HIPAA Privacy Notice to patient, along with acknowledgement form for patient’s/legal guardian’s signature.
• Accurately and efficiently enter all demographic into the practice management system.
• Schedule all appointments in a professional, accurate and courteous manner, following template guidelines.
• Monitors and modifies providers’ scheduling templates as necessary to maximize efficiency.
• Responsible for all areas of patient check in and check out.
• Check out all patients and collect appropriate monies due (payment for cosmetic procedures or products). Schedule all follow-up appointments.
• Accurately enter all patient charges into the practice management system.
• Post any collected monies to appropriate line items.
• Keeps patients informed of any delays in being taken back by clinic staff.
• Answers telephone, obtaining appropriate information such as name, nature of call and then route to appropriate person.
• Completes daily batch reconciliation.
• Balance all charges and collections showing in computer against encounter forms and all money collected.
• Count change drawer, assures that all money is accounted for. Notify the Practice Administrator immediately if there is a discrepancy (over or under).
• Put finished deposit and balance sheets in cash box.
• Maintains orderliness of waiting area throughout the day, paying attention to the neatness of magazines, brochures, binders and removing items discarded by patients.
• Assists in the training of new Patient Entry staff.
• Maintains professional image through appropriate attire and grooming.
• Performs other duties as needed.

• Retrieve messages from voicemail upon arrival in the morning, throughout day and end of day.
• Takes patient messages for doctor or clinical personnel, give to appropriate person.
• Schedule and reschedule all appointments in a professional, accurate and courteous manner, following template guidelines
• Monitors and modifies providers’ scheduling templates as necessary to maximize efficiency.
• Utilize waiting list to contact patients

• High school diploma or equivalent
• Minimum of two years of experience in medical practice, hospital, customer service, retail, or hospitality environment. However, we are willing to train the right candidate.
• Ensure patient information is kept private and secure in compliance with HIPAA regulations
• Excellent communication and telephone etiquette skills
• Ability to work well in a team environment
• Ability to multitask with attention to detail
• Proficient in using computers
• Knowledgeable in medical terminology
• Familiarity with Nextech

Cosmetic Physician Partners, LLC is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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