OVERVIEW
For the Patient Coordinator role, you are responsible for the reception and guidance of patients and making sure they have efficient, memorable visits. As you’ll often be interacting with patients, you will need to have excellent patient care and customer service skills. You are also expected to handle administrative responsibilities, including receiving inventory and scanning documents. Success in this role is demonstrated by maintaining the cleanliness and quality of front desk activities, as well as organizing supplies and documents, while maintaining the office schedule.
SCOPE
This is an hourly position that reports directly to the Practice Manager.
GENERAL RESPONSIBILITIES
- Check email & Trello, as applicable, at the beginning and end of each shift.
- Patient Coordination
- Check patients in and out, create invoices, and take payment for their services.
- Answer all incoming front desk phone calls. Take messages if needed. Make sure all messages are relayed in full detail.
- Schedule patient appointments. Obtain consent from patients as needed for office procedures.
- Make sure new patients have completed the online portal before they come in. Resend portal invitation if needed.
- Make sure each patient signs our new cancellation/no-show policy, etc.
- Give patients paper copies if no medical information is in their chart.
- Know all office promotions.
- Make sure to ask patients at check-out how they are doing with their skin care products.
- Point out the Google Review QR code to patients as they check out.
- Educate our patients on our referral program.
- Invite patients to join our Membership plan.
- Participate in community events, as applicable.
- Execute side-work tasks or ongoing projects during downtime.
JOB SPECIFIC RESPONSIBILITIES (include but are not limited to)
- Check messages first thing in the morning. Make sure all patients are called back in a timely manner.
- Check emails daily, in the morning and in the afternoon. Answer emails within your capability. Forward emails to relevant departments as necessary for traction.
- Make sure the fridge in Room 1 is well stocked with Botox and ice packs. Let the Practice Manager know if we are low on supplies.
- Sanitize and disinfect instruments used for office procedures. Instructions are taped to the autoclave. Fill soap dispensers when they reach the halfway mark.
- Turn over rooms as soon as patients leave, change out paper on tables, put out gowns, and clean counters if necessary.
- Order office supplies from Staples (e.g., copy paper, pens, Post-its, water, printer toner, etc.).
- Every 4 weeks, change the solution in the instrument tray in rooms 1 and 2. Instructions are taped inside the cabinet in room 1.
- Wipe down counters in rooms 1 and 2 when there is downtime or when Dr. Eberlin is out of the office.
- Keep product shelves stocked in the reception area. If we are low on products (4 or fewer), let the Practice Manager know.
- Water the plants every 2-3 weeks.
- Variable tasks will be given as needed.
EDUCATION & EXPERIENCE
Education: High school diploma required, BA or BS preferred
Experience: 1-2 years of front desk experience at a medical/aesthetics office preferred
Take the next step in your career and join our team as a Patient Coordinator. Apply today!
