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Front Desk Coordinator
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About NEOSkin Center:
NEOSkin Center is Northeast Ohio’s premier destination for minimally invasive facial and body rejuvenation. Our team of medical professionals and aesthetic experts are dedicated to helping clients look and feel their best through clinically proven treatments and personalized care.
Position Overview:
The Front Desk Coordinator is the first point of contact for patients and visitors, ensuring a warm, professional, and efficient experience from check-in to check-out. This full-time role (30–40 hours per week) includes required evening availability and plays a key part in supporting smooth daily operations by managing the office schedule, maintaining accurate patient records, and assisting providers and administrative staff.
The ideal candidate is friendly, detail-oriented, highly organized, and committed to delivering exceptional customer service in a fast-paced medical spa environment.
Key Responsibilities:
The Front Desk Coordinator is the first point of contact for patients and visitors, ensuring a warm, professional, and efficient experience from check-in to check-out. This full-time role (30–40 hours per week) includes required evening availability and plays a key part in supporting smooth daily operations by managing the office schedule, maintaining accurate patient records, and assisting providers and administrative staff.
The ideal candidate is friendly, detail-oriented, highly organized, and committed to delivering exceptional customer service in a fast-paced medical spa environment.
Key Responsibilities:
- Greet patients warmly, provide updates on wait times, and create a welcoming environment.
- Manage patient check-in and check-out with professionalism and accuracy.
- Collect payments, process transactions, and provide receipts.
- Answer incoming calls promptly and courteously; assist with patient questions and scheduling needs.
- Ensure all front desk and reception areas remain clean, organized, and presentable.
- Schedule, confirm, cancel, and reschedule appointments for the appropriate provider.
- Monitor, adjust, and optimize daily schedules to support efficient patient flow.
- Conduct daily and weekly schedule reviews to ensure accuracy and preparedness.
- Follow up on no-shows and assist with patient outreach when needed.
- Support providers by coordinating multi-service appointments and managing schedule changes.
- Prepare daily forms and review patient charts to verify completeness and required signatures.
- Enter new patient information and maintain accurate electronic records.
- Ensure proper collection of insurance referrals, authorizations, or necessary documents.
- Review, copy, and distribute correspondence as needed.
- Assist with office opening and closing procedures.
- Compile new patient packets and maintain organized documentation.
- Help maintain overall office cleanliness and a professional environment.
- Support Providers and Administration with various tasks and operational needs.
- Complete patient retail product orders and re-orders as necessary.
- Uphold HIPAA compliance and confidentiality standards at all times.
Qualifications:
- 1–3 years of experience in a front desk, receptionist, customer service, or medical office role (preferred)
- Strong communication and interpersonal skills with a friendly, patient-focused approach
- Highly organized with strong multitasking abilities in a fast-paced setting
- Comfortable using scheduling systems, EHR/PMS software, and POS tools (or eager to learn)
- Strong attention to detail and accuracy in handling payments and patient information
- Reliable, punctual, and committed to exceptional service
Bonus Skills:
- Experience in dermatology, medical spa, or aesthetic practice
- Knowledge of skincare products or membership-based services
- Familiarity with scheduling optimization or retail merchandising
- Understanding of insurance authorization or referral processes
Compensation:
- $19-22/hour
The base pay actually offered will take into account internal equity and budget for the open position and also may vary depending on the candidate’s job-related knowledge, skills, and experience, among other relevant factors. This range does not include an estimated value for any benefits, bonus, or other incentives that may be applicable based on position.
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