Part Time Administrative Support

**ROLE DESCRIPTION**:
APT Medical Aesthetics is a private, state-of-the-art cosmetic facility on Oakville. We specialize in providing non-invasive cosmetic procedures including Botox©, dermal fillers, laser treatments and medical grade skin care. We are an internationally recognized facility providing physicians and registered medical professionals with advanced facial rejuvenation injection training. We have 20 years’ experience empowering our clients to look and feel their best in a safe, trusting and comfortable environment.

A focus of attention on each patient and to product selling opportunities is crucial. The overall look and feel of the clinic environment is the responsibility of the support person including mood, cleanliness, and comfort level. Communication to other members of the team with suggested corrections is expected.

The Administrative Staff Member will also take responsibility as the main point of contact for all industry sales representatives. Other responsibilities include administration support, fielding patient calls and coordination with Management.

**RESPONSIBILITIES**:
*PRIMARY

Client-Facing Interactions
- Managing schedule for the day
- Attention to patients who are waiting and for how long and reassurance
- Communication to clinicians who are running behind
- Foresight on delays in the schedule and management
- Rescheduling no-show appointments and implementing charges when necessary
- Patient Processes
- Greeting & Intake of patient - offering of drinks, magazines and creating a comfortable waiting space
- Intake Forms - walk patients through the form and why it is necessary and show where to complete and that you are available to answer any questions
- Cashing out
- Booking follow-ups
- Requisitions & referrals as required
- Detail and closing of sales for skin care recommendations made by the aestheticians
- Phone Interactions
- Educate patients and potential patients of clinic value and offered services (not price)
- Booking appointments (ensure timing is allotted for intake forms, consenting and before & after photos)
- Confirmation calls for the next day
- Calling patients to pick-up products
- Phone calls to let patients know the schedule is behind
- Call in verbal prescriptions for MD
- Follow all telephone processes set forth by APT

Administration
- Schedule medical consents with Medical Director as needed
- Input consents when received
- Receive/Distribute lab work as appropriate - must be seen by RPN/RN or MD within 24 hours of receipt
- Reconcile AR and Prepayments reports at the end of each month
- Organize shipments (incoming and outgoing) and reconcile monthly bill
- Assist with event organization
- Be aware of clinic goals and work collaboratively with all team members to achieve monthly goals
- Any other administrative duties as assigned

Communication
- Address all patient complaints and concerns and escalate to Office Manager when necessary
- Bring forward issues & solutions as well as improvement suggestions to Office Manager
- Act as main point-of-contact for all industry sales representatives

Managing Clinic Programs & Promotions

Closing the Clinic

**SECONDARY**
- Backup in cleaning and prepping the rooms for procedures
- Inventory records and balances in cooperation with the Office Manager when required
- Communicate needed supplies with Office Manager
- Developing and proposing new ideas for increasing brand within clinic and improving on patient service level

**TERTIARY**
- Collaboration of review of website design and function
- Collaboration or review of event organization
- Delegated tasks for events

**Job Types**: Part-time, Permanent

Schedule:

- Weekend availability

Work Location: One location