Office Receptionist and Coordinator

Luminous Flintridge Med Spa is a modern day, full service medical spa.

Our PURPOSE is to deliver best-in-class medical spa treatments and procedures while creating a safe, clean and welcoming environment for our patients.

Our GOAL is to listen to our patients’ needs and treat all with the upmost respect while ensuring privacy and promoting overall health, beauty and wellness.

In meeting that PURPOSE and GOAL, we are seeking a full-time, organized and professional Office Receptionist and Coordinator. The Coordinator’s primary role will be to oversee the administrative day-to-day operations of our medical spa. The ideal candidate will possess excellent communication skills, coordinating abilities, and a strong understanding of both administrative tasks and the nuances of the medical spa industry. This person will play a crucial role in ensuring the smooth functioning of our facility, delivering high standards of customer service, scheduling, cleanliness, and supporting the overall success of our team and culture in delivering best in class medical spa services.

1. Administrative Oversight:

   • Manage the daily administrative operations of the medical spa, including scheduling, billing, and record-keeping.

   • Ensure compliance with all relevant regulations and standards, including HIPAA guidelines and privacy act rules and regulations.

   • Coordinate and facilitate implementation of efficient office procedures to enhance productivity and streamline workflows.

   • Monitor inventory and assist with ordering supplies as needed and maintaining appropriate stock levels in treatment rooms.

2. Staff Coordination and Support:

   • Coordinate with Medical Director to schedule training and vendor support as necessary.

   • Coordinate the Medial Director and professional staff schedules, team meetings/calls, and assignments to ensure adequate coverage and efficient operations.

   • Review staff timekeeping and tracking of hours and procedures through provided software payroll systems.

   • Collect feedback of staff members to foster professional growth and development.

3. Customer Service:

   • Act as the first point of contact for patients, both in office and virtually, as directed, including but not limited to addressing patient/vendor inquiries, resolving issues, and ensuring exceptional customer service at all times.

   • Demonstrate diversity and inclusion exhibiting inclusiveness, kindness, and compassion in communicating and interacting with all patients.

   • Coordinate patient appointments, confirming schedules, and following up to ensure satisfaction including connecting patient’s with the Medical Director when indicated.

   • Handle patient concerns promptly and professionally, striving to exceed expectations and maintain positive relationships.

   • Forwarding any medical emergency immediately to the Medical Director for response and treatment or, with emergency response, to the appropriate emergency treatment facility.

4. Financial Billing and Recordkeeping:

   • Oversee billing processes at the time of payment.

   • Monitor financial transactions, reporting costs appropriately, and preparing reports for management as needed.

   • Work closely with the management team to develop and adhere to budgetary goals and financial targets.

5. Marketing and Promotion:

   • Collaborate with marketing personnel to upload and load any promotional or membership deals both in office, through email list serves, and through online channels so as attract new patients and retain existing ones.

   • Assist with the planning and delivery of special events, promotions, and special offers to drive business growth.

6. Facility Management:

   • Oversee the cleanliness, organization, and overall appearance of the facility to create a welcoming and professional environment including assisting professional staff in setting up treatment rooms for patients.

   • Coordinate maintenance and repairs with the assigned vendors as needed, ensuring that equipment and facilities are properly functioning and in compliance with regulations.