Receptionist Assistant

Description

Job Deion: Receptionist with Secondary role as Doctor's Assistant

About the Company: At Caviar Skin Clinic, we believe in a holistic approach to beauty. We understand that true beauty comes from within, and our goal is to empower people to discover their inner beauty while on a quest to level-up their outer appearance. Caviar Skin Clinic stands our as a truly exceptional Medi Spa with a commitment to expertise and

patient satisfaction. Our team of dedicated professionals, including doctors, nurses, and aestheticians have a combined experience of over 22 years. We love what we do because we instill confidence in our patients, ensuring they both look and feel their absolute best. Our most popular procedures are Russian Lip Filler Technique, Dermal Fillers, Toxin, Skin

Tightening, Hydrafacials, Laser Hair Removal and more! Our mission is to be the most loved Medi Spa, where patients can indulge in beauty and health. We are Caviar Skin Clinic, your beauty playground.

Clinic Hours: Mon-Fri 10am-7pm, Sat/Sun 10am - 5pm

The position will include working Sundays 3-4 times/week

Reports to: Office Manager

Objective: Effortlessly coordinate incoming calls and patients in a timely manner. Understand the services and specials and be able to answer patient questions. Convert inquiries to consults and treatment bookings. Handle all aspects of customer service. Sell Retail products.

Skills Required:

Extrovert

Communicative (love chatting with people, communicate with staff)

Ability to follow instructions, processes and adhere to company policies

Ability to prioritize & follow-thru to completion of tasks, within deadlines

High level of helpfulness towards staff and patients

Ability to be flexible and adaptive

Stellar organization and follow through

Optimism & a positive outlook, ability to put on a happy face, you are the center of

company morale

General knowledge and use of computers and electronic devices

Fluent in English both spoken and written

Qualifications:

3+ years experience as a receptionist

Strong customer service background

Sales background

Knowledge of non-surgical cosmetic procedures

Passion for the aesthetic industry and patient care

Responsibilities :

Employee Performance

Timeliness - arrive ten minutes before scheduled shift

Dress - according to dress code, well-groomed: hair, makeup and nails

Positive, can-do team attitude

Customer Service

Providing excellent customer service, calm attitude and utmost care to all patients

Welcome patients upon arrival within 5 seconds, even if on phone (say hello welcome, wave or smile if on the phone)

Check in patients, ensure consent forms are filled, ensure there is a credit card on file and updated patient information, help patients as needed

Check patients out efficiently/timely/correctly

Answer phone by third ring

Watch waiting room to assure patients are taken back on time

Stay on top of staff schedule and timeliness

Be conscious of appointment time lengths when scheduling

Straighten clinic waiting room, entry, and restrooms hourly

Answer inquiries via phone, email, IG, walk-ins

Talk to patients about promotions, memberships, services and products as part of patient retention strategies

Sell retail to walk ins and existing patients

Clerical/Patient Charts

Prep charts with appropriate consent forms and information for patients

Gather required patient contact information and referral information (Full Name, Phone, Email, DOB, Address, CC on file, how they heard about us)

Product/Service Knowledge

Participate in continuing education

Attend all mandatory trainings/meetings

Know all current offers and specials

Know and participate in clinic incentive contests

Become proficient on all clinic services with first two weeks of hire (What treatments we have, what they are, explaining them, prices, FAQ)

Clinic Schedule/ Patient Calls

Calling patients for events

Calling patients for promotions

Call patients when trying to make month end goals with a limited time offer

Respond to lead inquiries within 15 mins from ad campaigns

Coordinate patient messages to appropriate providers

Collecting deposits from patients (via Moneris Go or email interac transfer)

Facility

Clean desk and waiting area (dust, arrange brochures, arrange skincare, stock water station)

Stock retail shelves

Abide by patient confidentiality requirements

Stock desk with supplies

Clean (vacuum, mop, wipe counters, garbages, etc.) and stock treatment rooms (guaze, Stanhexidine, syringes, etc.)

Ensure garbage is only thrown out in the designated area (inside the building in the garbage room, do not through garbage in the bins on Hamilton Street ever or you will receive a fine)

Clean rooms between patients using Cavi Wipes and gloves to ensure high standard of sanitation

Supporting Providers

Bringing patients into treatment rooms when provider needs support or is running behind schedule

Prepping chart and patient for their appointment (photos, numbing, charting)

Checking in on patients who have been waiting a while, asking if they would like water, tell them about skincare, converse with them, ensure they are comfortable. When possible you may move them to a treatment room to help the practitioner if available.

Daily Cash Drawer

Manage daily cash drawer

Match day end reports

Daily cash deposits

Secondary Role - Job Deion: Doctor's Assistant

Objective: Effortlessly coordinate patients in the clinic by prepping them for their appointments with the injector and wrapping them up at the end of the visit and bringing them to the front desk to reception for billing. Enhance the patient experience by introducing Caviar Skin Clinic talking about services, promotions and membership. Provide patient education and benefits with every consultation/appointment while building rapport. Understand the services and specials and be able to answer patient questions. Support practitioner and coordinate with them on treatment plan. Sell retail products.

Responsibilities :

Ensuring consent forms are completed and helping patients fill them out if they are having trouble.

Sign patients up for our rewards/loyalty program

Bring patients into the treatment room. Welcome new patients to the clinic by credentialing the clinic and going over who we are and services we offer.

Assess the patient's intake form to get an idea of their concern and what treatments we can discuss at today’s visit and what treatments to schedule for future appointments (patient retention plan).

Complete charts for each appointment on Jane, gathering pertinent medical history and questionnaires from the patient.

Ensuring we ask how the patient heard of us and filling out the referred by section in their chart.

Taking high quality before and after photos of patients.

Prepping patient's for their appointments

Chatting with the patient about their goals, discussing their current skincare regimen and offering skin care products to enhance their results.

Wrapping up the appointment after the injector has finished by taking after photos, offering an ice pack and bringing the patient to the front desk to the receptionist.

Benchmarks

Appointments booked per day (calls, emails, in-person): _______

Add-ons/upsells per week (monthly promos): ________

Retail sales production: __________

Job Types: Part-time, Permanent

Pay: From $19.00 per hour

Expected hours: 20 – 28 per week

Additional pay:

• Commission pay

Benefits:

• Dental care
• Extended health care
• Vision care

Schedule:

• Evening shift
• Every Weekend
• Monday to Friday
• Weekends as needed

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 3 years (preferred)
• Front desk: 3 years (required)

Work Location: In person

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