Spa Front Desk Receptionist

Ascend Plastic Surgery Partners is a Management Services Organization (MSO) in the field of Plastic Surgery and Aesthetics. Founded on a commitment to excellence, innovation, and patient care, Ascend PSP brings together a network of highly accomplished plastic surgeons and their practices to advance aesthetic medicine, helping our patients feel more confident in their own bodies.

Why us?

We are a group of plastic surgeons that have come together to collaborate on a whole new level. We believe that by learning from like-minded plastic surgeons and collaborating, we can continually evolve and improve our practices, reaching more people and positively changing their lives.

JOB TITLE: MedSpa Receptionist

Department: Spa

Reports to: Spa Management

FLSA Status: Non-exempt

Date Prepared: 1/1/2024

SUMMARY

The Receptionist will serve as the first point of contact for clients, providing exceptional customer service while managing administrative tasks to ensure the smooth operation of the MedSpa. The ideal candidate will possess excellent communication skills, attention to detail, and a passion for delivering a positive client experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Other duties may be assigned)

Front Desk Operations:

• Welcome clients warmly as they arrive at the MedSpa, providing a friendly and professional first impression.
• Answer phone calls, schedule appointments, and respond to client inquiries promptly and courteously.
• Manage appointment calendar and update scheduling software to coordinate client bookings effectively.
• Ensure the reception area is clean, organized, and well-maintained at all times.

Client Services:

• Assist clients with check-in and check-out procedures, processing payments, and completing necessary paperwork.
• Provide information about MedSpa services, treatments, and products to clients, addressing any questions or concerns they may have.
• Escort clients to treatment rooms and assist with preparing them for appointments as needed.
• Follow up with clients to confirm appointments, reschedule as necessary, and address any scheduling conflicts.

Administrative Support:

• Maintain electronic and paper records, including client files, consent forms, and financial transactions.
• Assist with inventory management, including restocking retail products and supplies as needed.
• Coordinate with other MedSpa staff members to ensure seamless communication and collaboration.
• Perform general clerical duties such as filing, faxing, and scanning documents.

Customer Relationship Management:

• Build and maintain positive relationships with clients by providing attentive and personalized service.
• Address client concerns or complaints promptly and escalate issues to management when necessary.
• Act as a liaison between clients and MedSpa staff to facilitate effective communication and resolution of issues.

Compliance and Confidentiality:

• Adhere to all MedSpa policies and procedures, including confidentiality and privacy guidelines.
• Ensure compliance with regulatory requirements, such as HIPAA regulations and patient consent protocols.
• Safeguard client information and maintain confidentiality in all interactions and documentation.

• Adhere to facility policies and protocols.
• Understand the importance of maintaining patient confidentiality.
• Note: This job description is not intended to be all-inclusive. The employee may be required to perform other duties as assigned.

QUALIFICATIONS

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required.
• Previous experience in a customer service or receptionist role, preferably in a healthcare or spa environment.

SKILLS/ABILITIES

• Excellent interpersonal skills and a positive attitude towards client interactions.
• Strong organizational skills and attention to detail, with the ability to multitask and prioritize tasks effectively.
• Proficiency in computer applications such as MS Office suite and scheduling software.
• Ability to work independently and as part of a team in a fast-paced environment.
• Professional appearance and demeanor, with excellent communication skills both verbally and in writing.
• Flexibility to work evenings, weekends, and holidays as needed to accommodate MedSpa hours of operation.