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Patient Coordinator

6 months ago

Toronto, Canada TMB Cosmetic Surgery Clinic Full time

**Job Description: Patient Coordinator - TMB Cosmetic Surgery**

As the most “forward facing” employee at the TMB practice, the Patient Coordinator is equal parts brand ambassador, gatekeeper, salesperson, problem solver, multitasker and general office administrator. They keep the patients happy, the office running smoothly, and Dr. Born running on time. First and foremost, the PC is the primary point of contact for all people visiting the office, and as such is required to offer a warm greeting, exceptional customer service, professionalism, and a positive and memorable “goodbye” to every single person who passes through TMB’s doors - no exceptions. The role requires a great deal of energy, emotional intelligence, compassion, patience, enthusiasm for the TMB brand, resourcefulness and a creative approach to the unique situations each day, and each patient brings. It's a big role that demands nothing less than a supernova personality.

**Requirements**:

- Excellent customer service skills
- Advanced administrative skills
- Excellent time management and organizational skills
- Problem solving; Ability to diffuse difficult people and situations
- Excellent phone manner with in-depth knowledge of procedures, products, brand touchpoints, as well as
Dr. Born’s background, aesthetic approach and skills
- Strong customer service skills/client management
- Excellent sales ability
- Knowledge of skincare care products and benefits
- Knowledge of all procedures offered at TMB with the ability to upsell and cross-sell patients accordingly
- Strong verbal and written communication skills
- Attention to detail
- Multitasking
- Team player, works well with others
- Office hours are 9am-5pm, as such all employees are required to be available for patients from 8:45am to 6pm, or, from 15 minutes before the arrival of the first scheduled patient, to 15 minutes after the last scheduled patient leaves.
- all Employees are expected to adhere to our Company **Code of Conduct **and **Dress Code **policies

**Preferred**:

- Experience in a medical environment
- Experience in the luxury goods and services market

**Duties Include**:

- Greet all incoming patients, check them in & escort them to treatment room
- Manage schedule & treatment rooms in Nextech software
- Oversee patient flow, keep office running on time
- Manage patients: new patients, VIPs, angry patients, demanding patients - they all need to be kept happy and given the utmost attention
- Schedule appointments
- Create quotes for non-surgical patients and presents them
- Oversee skincare product inventory, sales and skincare consults
- Patient checkout and billing
- Helps with office maintenance including: cleaning and stocking treatment rooms with necessary items; ensuring washroom and waiting room are spotless and stocked; orders medical products (Botox, fillers, syringes etc) as well as general office supplies
- maintains a tidy workstation and assists in keeping the general office areas (kitchen and washroom) clean, stocked and organized
- Obtains clinical photos for all patients
- Obtain online reviews from all patients
- Coordinate and schedule blood draws (PRP) and procedures with partner clinic IHM; escort patients to and fro
- Complete daily close report & cashout
- Pay invoices as instructed by bookkeeper
- conducts weekly inventory
- obtains consent for use of photos for office promotion
- ensures cash is counted correctly and placed for deposit
- ensures all office entrants are screened for COVID-19
- ensures COVID and PPE protocols are adhered to in the office, making sure hand sanitizer is placed in all areas and PPE is available

**Code of Conduct**
Our Employee Code of Conduct policy outlines our expectations regarding employees’ behavior towards their colleagues, supervisors and overall organization.We promote freedom of expression and open communication. But we expect all employees to follow our code of conduct. They should avoid offending, participating in serious disputes and disrupting our workplace. We also expect them to foster a well-organized, respectful and collaborative environment.

**1. Compliance with law**
All employees must protect our company’s legality. They should comply with all environmental, safety and fair dealing laws. We expect employees to be ethical and responsible when dealing with our company’s finances, products, partnerships and public image.

**2. Respect in the workplace**

All employees should respect their colleagues. We won’t allow any kind of discriminatory behavior, harassment or victimization.

**3. Protection of Company Property**

All employees should treat our company’s property, whether material or intangible, with respect and care.
Employees:

- Shouldn’t misuse company equipment or use it frivolously.
- Should respect all kinds of incorporeal property. This includes trademarks, copyright and other property (information, reports etc.) Employees should use them only to complete their