Patient Coordinator/administrative Assistant

About West End Wellness and Medical Aesthetics:
West End Wellness and Medical Aesthetics is a premier wellness and aesthetic clinic dedicated to providing high-quality, personalized services that enhance the well-being and appearance of our clients. Our team of experts offers a wide range of treatments, from medical aesthetics to holistic wellness solutions, all in a welcoming and professional environment.

As a growing and innovative clinic, we are looking for a motivated and friendly Patient Coordinator and Receptionist to join our team.

Job Summary:
The Patient Coordinator & Receptionist will play a key role in ensuring the smooth operation of the clinic by providing exceptional front-line customer service. You will be responsible for managing appointments, greeting clients, answering inquiries, and assisting the office team with various administrative and clinical tasks. This role requires excellent communication, organizational skills, and a friendly, professional demeanor.

Key Responsibilities:
**Client Reception & Customer Service**:

- Greet clients warmly and professionally upon arrival and ensure they feel welcome and comfortable.
- Handle general inquiries about treatments, pricing, and clinic policies in a knowledgeable and friendly manner.
- Assist clients with check-in, check-out, and payment processes.

**Appointment Coordination**:

- Schedule and confirm client appointments, ensuring optimal use of appointment slots and minimizing scheduling conflicts.
- Follow up with clients regarding appointment reminders, cancellations, or rescheduling.
- Maintain an organized and up-to-date appointment calendar, ensuring smooth clinic operations.

**Administrative Support**:

- Assist with basic administrative tasks such as filing, organizing client records, and managing office supplies.
- Process client intake forms, ensuring accurate information is collected and stored confidentially.
- Assist in maintaining the cleanliness and organization of the reception area.

**Client Interaction**:

- Address any client concerns or issues promptly, ensuring an exceptional experience.
- Provide general information on wellness services, aesthetic treatments, and product offerings.
- Maintain confidentiality of all client information and adhere to privacy regulations.

**Team Support**:

- Collaborate with the medical aesthetics team and other staff to ensure a smooth workflow and efficient client service.
- Assist in the preparation of promotional materials, including brochures or information on new treatments.
- Perform other administrative or support duties as needed by the office manager or clinic staff.

Skills & Experience:

- Previous customer service or reception experience is an asset but not required.
- Excellent communication skills, both written and verbal.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Friendly, professional, and approachable demeanor with a passion for providing exceptional client service.
- Comfortable using basic office equipment (phones, computers, fax machines, etc.) and software (scheduling systems).
- Ability to work both independently and as part of a team.

Other Requirements:
A positive, can-do attitude with a focus on client satisfaction.

Detail-oriented, reliable, and punctual.

Ability to maintain confidentiality and handle sensitive information.

A genuine interest in wellness and medical aesthetics is a plus.

**Job Type**: Part-time

Pay: $20.00-$21.00 per hour

Expected hours: 15 - 20 per week

**Benefits**:

- Flexible schedule
- On-site parking
- Store discount

Schedule:

- Day shift

Work Location: In person