Qureos Mentor

Empower Aesthetics

Empower Aesthetics is a national medical aesthetics platform that partners with entrepreneurs in the aesthetics and medspa industry. Backed by private equity group Shore Capital, the company provides essential tools, support, and strategic guidance to help practices thrive while ensuring high-quality patient care. Their mission is to empower growth-minded leaders and enhance the joy of aesthetics through collaboration and shared best practices.

<div>Job Family: Front Desk Associate
Reports to: Junior Practice Manager
Supervisor: No
FLSA Classification: Non-exempt
Travel: Local
Location: Albany, NY 
About Us:
At Artistry of Face, we work hard to create a unique and elevated experience that is all about a client&rsquo;s confidence. We thrive on educating our clients and providing customized treatment plans. Our areas of expertise include aesthetic and medical spa services, spanning injectables, facials, laser services, and body treatments. We are passionate about helping our clients look and feel their best, and we are committed to excellence in every service we provide.
Position Overview:
The Front Desk Associate needs to be highly organized and customer-service oriented. This
individual is responsible for managing various front desk duties in a medical aesthetics
environment, ensuring smooth patient flow, exceptional customer service, and efficient
administrative support to the aesthetic providers. This role requires meticulous attention to detail,
strong communication skills, and a commitment to maintaining patient confidentiality and
satisfaction.
Key Responsibilities:
Patient Management:<ul><li>Check patients in for their appointment and obtain patient consents and enter patient</li></ul>
information accurately into the EMR/scheduling system.<ul><li>Promptly alert healthcare providers upon patient arrival and ensure timely rooming of</li></ul>
patients.<ul><li>Assist in patient comfort by numbing if necessary and preparing them for their</li></ul>
appointments.<ul><li>Check patients out of their appointment and ensure they are satisfied upon leaving the</li></ul>
practice.
Administrative Duties:<ul><li>Manage incoming calls, direct them appropriately, and monitor voicemail, ensuring timely</li></ul>
responses or escalation as needed.<ul><li>Collect payments while adhering to HIPAA compliance standards.</li><li>Handling deposits if necessary</li><li>Enter treatment invoices into the Point of Sale (POS) system and log points in rewards</li></ul>
programs.<ul><li>Become proficient in the EMR system, ensuring accurate scheduling, message responses,</li></ul>
and clinician calendar management.<ul><li>Book and reschedule patient appointments, confirm appointments 24 hours in advance, and</li></ul>
monitor the waitlist for scheduling optimization.<ul><li>Follow up with patients who miss or cancel their appointment.</li><li>Monitor emails, respond accordingly, and escalate issues when necessary.</li><li>Notify management of facility management issues, including cleanliness, safety, infection</li></ul>
control, internet connectivity, and maintenance of equipment and supplies.
Facility Maintenance:<ul><li>
Perform opening and closing duties, including cleaning the front lobby area, patient rooms, and maintaining cleanliness standards.</li><li>
Ensure the availability of amenities such as coffee and manage laundry and trash disposal.</li><li>
Assist with inventory management and restocking of supplies as needed.</li><li>
Customer Service and Communication:</li><li>
Provide excellent customer service with a focus on patient satisfaction, addressing</li><li>
inquiries, and concerns promptly and professionally.</li><li>
Communicate client concerns to management, participate in problem resolution, and</li><li>
implement preventive measures.</li><li>
Collaborate with healthcare providers and other team members to ensure seamless patient experiences.</li><li>
Understanding specials</li><li>
Professional Development:</li><li>
Attend work events, training sessions, and staff meetings to stay updated on industry trends, services, and products.</li><li>
Maintain confidentiality of patient information and uphold HIPAA compliance standards at all times.</li><li>
Participant in teamwork environment</li></ul>
During designated time or down time:<ul><li>
Reach out to new leads through call or SMS</li><li>
Reach out to follow up list provided by providers</li><li>
Review list of clients who cancelled in the last 2 weeks who have not yet rescheduled and get them on the books</li><li>
review list of clients who did not rebook at the end of their appointment in the past 2 weeks and get them on the books</li><li>
Obtain list of lapsed clients from Aspire, Alle, or practice manager, and notify them</li><li>
of lapses and any current promotions</li><li>
SMS outreach to clients who indicated interest in treatments that are currently on promotion and get them on the books</li><li>
Review selling points of treatments and retail products that are being highlighted/</li><li>
featured/on promotion for the month so they can better recommend treatments and products to clients</li><li>
Review specialty &amp; &ldquo;best known for&rdquo; treatments for each provider so they can better</li><li>
recommend providers to clients on the phone or in person</li><li>
Assist in filming providers if they need help</li><li>
Proactively reach out to new leads and clients who have not been into the practice in 90+</li><li>
days.</li><li>
Review selling points of treatments and retail products that are being highlighted/featured/ on promotion for the month so they can better recommend treatments and products to clients.</li><li>
Contact patients who have not rebooked for their next appointment following their consultation or treatment visit.</li></ul>
Qualifications: Additional duties may be assigned<ul><li>
 High school diploma or equivalent required; additional education in healthcare administration or related field preferred.</li><li><ul><li>Previous experience in a healthcare or medical aesthetics setting preferred.</li></ul></li><li>
 Customer service oriented; focusing on patient satisfaction and retention.</li><li>
Proficiency in using EMR/scheduling systems, POS systems, and Microsoft Office Suite preferred.</li><li>
 Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment.</li><li>
Excellent communication and interpersonal skills, with a customer-centric approach.</li><li>
 Knowledge of medical terminology, aesthetics services, products, and ingredients is preferred.</li><li>
Ability to work effectively both independently and as part of a team. Working Conditions (includes physical demands):
</li><li>Prolonged periods in a stationary position; must be able to remain in a stationary position up to 50% of the time</li><li>
The person in this position occasionally needs to move about inside the office to access equipment, etc.</li><li>
Uses hands/fingers to operate computers and other office machinery, such a calculator, copy machine, and computer printer</li><li>
 May need to stoop and kneel to access files, or other equipment</li><li>
The person in this position needs to be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.</li><li>
The person in this position may need to move, transport, position or lift boxes weighing up to twenty pounds across the office for various needs</li></ul>
Schedule: Approximately 24 hours per week
Monday: 9:00 AM &ndash; 5:00 PM
Wednesday: 11:00 AM &ndash; 7:00 PM
Friday: 9:00 AM &ndash; 5:00 PM
Note:
This job description in no way states or implies that these are the only duties to be performed by
the employee(s) incumbent in this position. Employees will be required to follow any other job
related instructions and to perform any other job-related duties requested by any person
authorized to give instructions or assignments. All duties and responsibilities are essential
functions and requirements and are subject to possible modification to reasonably accommodate
individuals with disabilities. To perform this job successfully, the incumbents will possess the skills,
aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude
individuals who pose a direct threat or significant risk to the health or safety of themselves or
others. The requirements listed in this document are the minimum levels of knowledge, skills, or
abilities. This document does not create an employment contract, implied or otherwise, other than
an &ldquo;at will&rdquo; relationship.
The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. This job description is designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice. The Employer retains the right to change or assign other duties to this position.</div>

Front Desk

<div>JOB DESCRIPTION
POSITION: Front Desk Manager
DEPARTMENT: Front Desk
REPORTS TO: Director of Marketing and Customer Experience
THE COMPANY: DermaTouch RN is a state-of-the-art aesthetic and wellness center combining years of experience with the latest technology to meet your skincare and anti-aging needs. Our facility hosts a wide variety of beauty and wellness treatments, from Botox&reg; and dermal fillers to health and wellness treatments. Our team of physicians, licensed aesthetic nurses and expert support staff are experts in Allergan products, making the clinic recognized as an &quot;Advanced Injector&quot; clinic and THE top Botox&reg;, dermal filler and CoolSculpting provider in Houston. We are the best at what we do and attract the best talent. Our practice represents decades of education and experience in medical science, holistic health, diet and nutrition.
Job Summary: Responsible for overview and supervision of patient in-flow and out-flow, patient education, and collection of fees. Also responsible for inventory control, supervision of the front office staff including hiring and training.<h3 class="jobSectionHeader">
Experience AND EDUCATION:</h3>
1. Five years&rsquo; experience in supervision of front office operations in a medical practice.
2. High school diploma or equivalent required; 2 or 4 year degree preferred. 
Essential Skills and Abilities:
1. Able to work well in a supervisory capacity.
2. Possesses strong knowledge of med spa offering including injectables, aesthetic treatments (laser hair reduction, laser resurfacing, Ultherapy and CoolSculpting), and retail sales (skin care).
3. Possesses strong knowledge of clinical operations.
4. Demonstrates skills in motivating and training professional staff.
5. Strong PC skills. Knowledge of Nextech a plus but not required.
6. Strong phone and communication skills and customer service oriented.
RESPONSIBILITIES:
1. Hires, trains and supervises front office staff (check-in, check-out, appointment scheduling/confirmations, inbound sales inquiries, partner programs and retail sales).
2. Establishes weekly work schedules for front office.
3. Coordinates with Practice Manager to establish schedules for Nurse Injectors and Aestheticians; notifies staff of vacations, meetings, etc.
4. Maintains smooth operation of check-in, check-out, appointment bookings, phone call management and retail sales.
5. Closes and reconciles financials daily. Cash, Credit and Partner Programs.
6. Collaborates with leadership team on pricing, specials, promotions, social media posts, and events.
7. Prepares front office payroll information.
8. Monitors retail, injectable and other supply inventory.
9. Works with leadership team to develop, modify and manage policies.
10. Works Front Desk on high patient flow days or as necessary based on schedule.
11. Role is full time and may require some Saturdays.
12. Ensure compliance laws, safety codes and regulation are met.
13. Foster and promote a cooperative teamwork environment.
14. Lead front desk team to ensure quality service is provided, in an efficient manner, and daily job functions are completed at the highest level.
15. Reach sales goals through client education, inventory control, promotion of products, upscale customer service and training/developing front desk associates.</div>

Front Desk Team Lead

Join Empower Aesthetics and explore 2   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Empower Aesthetics

About Company

Front Desk

Front Desk Team Lead