Aesthetic Phone Operator

JOB DESCRIPTION

POSITION: Aesthetic Phone Operator

REPORTS TO: Aesthetic Care Supervisor

JOB LOCATION: Shavano Commons location

Job Summary: Responsible for managing dedicated aesthetic phone line. Responsible for handling all aesthetic related calls, including but not limited to scheduling appointments, confirming appointments, and answering service and product related questions. Assist providers, checkout and other team members with aesthetic patients when needed.

Education and Experience:

• High school diploma
• Two-years experience in a Dermatology or Plastic Surgery office preferred.

Essential Skills and Abilities:

• Excellent communication skills.
• Good problem solving and analytical skills.
• Ability to work as a team member.
• Well-organized with attention to detail.
• Ability to manage multiple projects simultaneously.
• Treats patients and co-workers with respect
• Trustworthy and reliable; able to work at times without constant supervision.
• Empathetic with patient’s needs and concerns.

RESPONSIBILITIES:

• Responsible for answering a dedicated line/extension for cosmetic patients (ie. facial injectables performed by the doctors and aesthetician scheduling).
• Appointments can be scheduled for the doctors’ and the aestheticians’ patients. Ulthera scheduling also will be done.
• The person in this role is responsible for proactively calling certain patients based on reports (patients that are due for an appointment, notification of promotions, “refer a friend” campaigns, time to buy more products, etc).
• Calls filler patients not seen within 9 months to proactively schedule them for their next filler appointment. Calls Botox/Dysport patients that have not been seen in 3 months to schedule them for their next toxin appointment.
• Manages the CoolSculpt/CoolTone form- when patients call in to schedule, complete the CS form with info related to their treatment.
• Assists Cosmetic Coordinator with the cosmetic questionnaires. Proactively sends emails and makes calls to all patients that complete the questionnaire. Responsible for collecting the forms from all 4 locations.
• The person in this role needs to be aware of all injectable products and know basic information about each. This person must be able to answer basic product related questions and know what the differentiators are with each product.
• The person in this role needs to know the basics of each skin care product line that we carry and needs to be comfortable talking with the benefits of each product with patients. Needs to feel comfortable making product recommendations to patients.
• Must consistently credential the office when talking with patients over the phone. Must be knowledgeable of changing aesthetic pricing and promotions to accurately collect deposits/ payments and make proper documentation.
• Talk with patients in-office when Cosmetic Coordinator is not available to discuss treatment options or skin care products.
• Assists with taking before and after photos and also prepping patients for treatment (apply numbing cream) when needed.
• Assists with taking photos of staff for social media purposes.
• Manages the cancellation list and fills appointments as necessary.
• This role assists with miscellaneous marketing efforts as needed.
• This role is responsible for checking Nextech (EMR system) “to do lists” on a daily basis.
• Assists in introducing and/or maintaining patient reward programs such as ALLE and Aspire and applying qualifying promotions to encourage a positive checkout experience.
• Maintains the schedule for rep lunches and in-services.
• Assists in maintaining cleanliness and core standard of aesthetic in-office marketing, brochures and displays.
• Assists in maintaining inventory levels and product transfers in partnership with Bookkeeper when needed.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person