FRONT OFFICE ADMINISTRATOR/CARE COORDINATOR

Job Summary

Health and Dermatology Practice is looking for an experienced full-time Front desk Administrator/Care Coordinator, Executive Assistant with meticulous organization, in-depth business understanding and financial and inventory as well as people and communication for up education of patient skills and a demonstrated record of indubitable accountability. This position is responsible for managing the front desk in concert with experienced, efficient, effective, committed and happily passionate staff. You must be IMPECCABLY computer and technology proficient and savvy, organized, problem solver, motivated, self-reliant and able to continually multi-task and prioritize, especially under pressure. You must be experienced in dealing multi-culturally, and astute and able to work with the highest levels of functioning executives, co-workers, sales staff, customers and patients, all of which are happy, motivated, insightful and caring and high caliber.

RESPONSIBILITIES:

· As Front desk Administrator, your position will be primarily to answer the phone and communicate with inquiries and patients amiably and to educate and upsell excellently after training and schedule appointments aware of timing for procedures and assist the Doctor’s medical practice with daily office tasks, front desk inventory/product management,business, telephone, files, correspondence, emails, schedules, reception, front and back-office help if needed/scheduling and activities. Must be able to keep clean/perfect/easily accessible records/files, reference material and be able to keep in step with others in multiple locations for the business and practice, update and troubleshoot workplace and business problem-solving irregularities or inconsistencies on a regular basis.

· Answering, screening/replying to telephone calls on a multi-line phone system and scheduling appointments and expert knowledge of computer skills and technology. ADVANCED Proficiency with Excel & MS Office & QuickBooks - exporting sales and inventory reports from website, warehouse, QuickBooks, Excel, texting platforms, and other office technology.

· Respond promptly, knowledgeably and amiably to all new leads received through phone calls, website inquiries, social media, email, text, referrals, events, and other marketing channels. Gather appropriate information to understand and move forward to booking the prospective patient's needs, goals, location, and preferred type of care.

· Serve as a knowledgeable and approachable resource to sell and up-sell patients and new potential patients regarding skincare and health services, products, and treatment recommendations. Trained and knowledgeable to correctly recommend in consultation with other medical staff treatment packages, office lasers, diagnostic and treatment technology and serving patients’ needs and information and instruction and follow up needs. Commissionable sales.

· Checking patients in and out with all paperwork including consents, intake and very importantly invoicing with attention particularly to correct invoicing, charging credit cards, emailing remote invoicing to patients, entering and reconciling patient in concert with Accounting staff and pharmacy charges and information into QuickBooks, receipts and appointments daily and ongoing coordination, and communicating knowledgeably and with excellent marketing skills. Prescriptions called in or eprescribed when requested and directed and supervised.

· Build strong relationships with patients and provide attentive follow-up before and after appointments, orders, scheduling, invoicing, price quoting generally and in concert with medical staff.

· Pharmacies worldwide – prescription refills/pricing/ordering/issue/billing resolution.

· Laboratories worldwide – deal with reporting/pricing/issue/reconciliation/ payment/pricing resolution/gathering laboratory results. .

· Oversee/communication marketing material inventory in interface with COO/ marketing staff regarding marketing materials and campaigns etc.

· Executive assistant to CEO/Medical Doctor helping keep the Doctor on schedule.

Product Sales & Inventory

o Participating in- product/procedure sales, up-selling and education to patients/the public, and front and back-office maintenance and assistance, which includes working with the office manager, medical assistant, bookkeeper, outside staff. Educate patients on all new products, services, promotions, and practice offerings

o Maintain thorough knowledge of the practice's professional skincare products, supplements, treatments, procedures and health and skin care technology.

o Assist patients in selecting products reliably and enthusiastically based on their Action Plan and help educate and up-sell to advance their Skin Therapy and skin and health technology procedures and treatments regimen.

o Process all products lines purchases and maintain accurate sales records.

o Assist with maintaining an organized, attractive, kept clean and well-stocked product front office area, display and informational handouts.

o Inventories maintenance, record keeping, and patient chart optimization assistance. Monitor inventory levels and communicate when products need to be reordered and reorder when asked in concert with staff in other offices. Inventory reports and assisting in ordering skin and supplement products, forecasting in concert with other staff.

PERSONAL SKILLS:

· Energetic, enthusiastic, organized, efficient and effective, quick learner, good with learning technology, problem solver, positive, trust earning personality and reliability and likeability with patients and staff with the ability to work autonomously, self-motivated as an experienced, effective fulfilled employee, who is efficient and enthusiastic and inspired by learning, helping others and being the best in a fast-paced, complex business, supply chain, international and medical environment and able to physically reliably perform tasks needed to take to completion of your duties as described.

· An excellent communicator with strong customer-service and sales skills.

· Passionate about skincare, aesthetics, wellness, and healthy aging.

· Organized, self-motivated, hard-working, personable, compassionate, evolved, well-mannered and well- spoken, self-secure and sufficient.

· Friendly and cooperative- interaction with patients, staff, public, worldwide - on a regular basis

· Excellent Time Management and focus and multitasking/ spelling/English language, grammar, writing/emailing skills.

· Advanced problem solving.

· Excellent organizational/prioritization/get the job done/problem solving autonomously skills.

· Your honesty, trustworthiness/ethics/compassion for others must be sacrosanct and irreproachable.

Pay: $20.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Health insurance
• Paid sick time

Work Location: In person