Front Office Coordinator

Front Office Coordinator for Plastic Surgery Office (Chapel Hill)
Compensation: DOE

A prestigious plastic surgery practice in Chapel Hill is looking for a Front Office Coordinator to join our practice! The Front Office Coordinator is the first person our patients meet on the phone and in person, so a warm and welcoming personality is a must!

Interested candidates - please reply to this posting with an attached Cover Letter and Resume for review.

Responsibilities include:

Scheduling Appointments

• Answers multiple phone lines and screens incoming phone calls in a professional and courteous manner
• Gathers, enters, and updates pertinent patient demographic information, purpose for clinic visit, referral source
• Sends out New Patient Online Medical History emails
• Manages appointment reminder service, Weave, ensuring all patients are receiving the proper text/email notifications
• Communicates with patients using the text feature within Weave and checks on a regular basis
• Must be able to multitask in a very fast-paced work environment
• Ability to speak on different procedures, treatments, and products

Registering Patients

• Warmly welcomes and checks in patients for appointments
• Enters demographics, insurance information, and referrals into scheduling system
• Sends medical records requests to provider offices and follows up with requests
• Prepares new patient packets and briefs patients on financial policy, HIPAA, and patient rights and responsibilities upon check-in
• Makes copies and enters insurance information into EMR

Product Knowledge and Sales

• Must have an interest in the aesthetic industry and willingness to learn about and sell skincare products
• Previous experience in sales a plus
• Manages the sale of cosmetic products as recommended by physicians, nurses, and aestheticians
• Manages injectable reward programs on patients’ behalf
• Stocks skincare items and performs inventory for all retail products

Financial Duties

• Collects payments for all services and products. Balances cash drawer
• Must be comfortable collecting large sums of money
• Runs daily batch report and clinic report at end of day. Presents each provider with his/her day's daily financial summary reports on charges and payments
• Corresponds with insurance companies and primary care physicians. Communicates with Business Manager, Patient Coordinator, and Clinic Staff regularly
• Collects deposits for surgery payments. Works directly with Patient Coordinator regarding surgery patients
• Scans in order invoices and packing slips
• Updates inventory for injectables when shipments arrive

Front Office Supplies and Maintenance

• Keeps the front reception area clean and organized
• Orders office supplies to ensure the office is properly stocked
• Distributes mail and packages
• Performs front office inventory twice per year as directed by Business Manager

Miscellaneous Duties

• Handles physicians' professional and personal matters to be detailed on an individual basis
• Opens and closes clinic lobby
• Creates forms, etc, as needed per Business Manager, et al.
• Handles shipping of retail products to patients
• Coordinates scheduling of business lunches with representatives and is responsible for obtaining staff orders
• Coordinates lunches for OR staff on surgery days
• Calls surgery patients’ rides to coordinate pick-up time
• Prepares folders for surgical consultations
• Coordinates specimen pick-ups with pathology couriers
• Assists marketing director in content creation and the development of monthly e-blasts

Requirements:

• Front Office/Administrative Experience -- preferably in a plastic surgery or cosmetic dermatology office
• Ability and willingness to learn about different procedures, treatments, and products we offer
• Ability to multitask and handle tasks independently and efficiently
• Proficient in Microsoft Office (Word, Outlook, Excel)
• Marketing and social media experience
• Ability to look put-together and professional on a daily basis
• High attention to detail and accuracy, as well as verbal and written communication skills

Preferred Skills:

• Bachelor's Degree Preferred
• Experience with NexTech/EMR
• Interested candidates - please reply to this posting with an attached Cover Letter and Resume for review. We offer competitive pay, 401 (k) and Health Insurance.

Job Type: Full-time

Work Remotely

• No

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Uniform allowance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends
• Overtime

Education:

• Bachelor's (Preferred)

Experience:

• Customer Service: 1 year (Preferred)

Work Location: In person