Plastic Surgery Administrative Assistant

POSITION: Administrative Assistant

POSITION SUMMARY: We are looking for a customer service oriented administrative assistant to join our team who has a passion for plastic surgery and aesthetics. e This role is essential in supporting daily office operations, ensuring seamless communication, and maintaining an efficient work environment. The ideal candidate will bring a positive attitude, strong organizational skills, and a passion for providing outstanding support to our team and clients.

Duties

• Manage front desk responsibilities, greeting visitors and directing phone calls with professionalism and courtesy using multi-line phone systems.
• Handle data entry, filing, and document proofreading to maintain accurate records and ensure clarity in all communications.
• Support office management in various tasks, including emails, letters, vendors and more.
• Provide excellent customer service by assisting patients via phone or in person, addressing inquiries promptly and professionally.
• Maintain office supplies inventory and ensure the workspace remains organized and welcoming.
• Utilize computer skills across Microsoft Office Suite to prepare reports, correspondence, and presentations.

Qualifications

• Proven experience in office administration or clerical roles with strong organizational skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Excellent phone etiquette with experience managing multi-line phone systems.
• Strong typing skills coupled with attention to detail for proofreading and data entry tasks.
• Demonstrated ability to manage time efficiently while handling multiple responsibilities in a fast-paced environment.

EDUCATIONAL REQUIREMENTS:

· High school degree required

· Medical Assistant (CMA) or LPN degree a plus!

· Experience in plastic surgery or aesthetics

· Nevada aesthetician license a significant advantage

· Certification in lymphatic drainage massage a plus

QUALIFICATIONS AND EXPERIENCE:

· Must have a pleasant speaking voice and demeanor with excellent customer service skills, and sales experience.

· Two years of experience in a plastic surgery setting preferred

· Type 40 WPM with good spelling

· Experience with an Electronic Health Record, preferred

· Bilingual in Spanish is preferred

· Comfortable using email and interacting with Internet applications

· Experience in a medical office is a plus

· Experience and familiarity with current social media platforms

· Neat, professional appearance

Responsibilities include, but are not limited to, the following:

Clinical Support

· Greets patients and escorts them from the waiting room to exam rooms; prepares patients for consultation, post-op and follow-up

· Review and document health history forms

· Takes vital signs for post-op and follow-up patients as needed

· Prepares exam and treatment rooms with necessary instruments

· Accompanies surgeon during examination if a chaperone is required

· Perform aesthetic procedures on patients

· Prepares and maintains supplies and equipment for treatments, including sterilization

· Disposes of contaminated items according to OSHA guidelines

· Performs patient education when appropriate

· Replenishes supplies—stocks and cleans exam rooms

· Takes medical stock inventory and communicates supply shortages to manager

· Take patient photographs according to protocol

· Completes all logs

· Takes messages from patients with clinical questions and returns messages, under the supervision of the physician

· Maintains patient confidentiality by following the HIPAA Compliance Plan established by the practice; releases PHI in accordance with the practice's HIPAA Compliance Plan, attends regular HIPAA training, maintains data security by refusing to share computer and other passwords, and reports all identified and suspected HIPAA violations to the Privacy Officer

· Maintains detailed knowledge of practice management and other computer software as it relates to job functions

· Attends annual CPR, OSHA and CLIA training programs

· Attends all regular staff meetings

· Performs all other tasks and projects assigned by the Manager or Surgeon

Access to PHI (Protected Health Information)

· This position has extensive access to PHI. It requires the review of computerized or paper-based medical records, lab results, and tests, in order to perform clinical duties as well as communicate effectively with patients. It may also require access to computerized and paper-based reimbursement data (such as referral forms)¾which contain both a patient's clinical and financial information.

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Medical Specialty:

• Plastic Surgery

Education:

• Associate (Required)

Experience:

• plastic surgery: 1 year (Preferred)

Language:

• Spanish (Preferred)

Work Location: In person