Medical Aesthetics Receptionist

**Overview**:
**Skills Required**:

- Outgoing - passionate about working with others.
- Excellent communication skills, including with clients and staff.
- Ability to work in a team environment.
- Hard-working and resourceful with effective problem-solving skills.
- Ability to follow instructions, processes, and adhere to company policies.
- Self-motivated and able to take initiative, holding self to a high standard.
- Excellent organizational skills, able to prioritize & follow through to completion of tasks efficiently and effectively.
- High level of helpfulness towards staff and clients.
- Ability to be flexible and adaptive.
- Optimism & a positive outlook; you are the first face that clients will see.
- General knowledge and use of computers and electronic devices.
- Fluent in English both spoken and written

**Key Responsibilities**:

- Employee Etiquette _
- Timeliness - being prepared and ready to start a shift on time.
- Dressing appropriately - according to dress code, well-groomed, representative of an aesthetic clinic.
- Enthusiastic, compassionate, caring.
- Customer Service_
- Acknowledge, engage and welcome clients as they are entering the clinic (verbal or non-verbal acknowledgment if you are on the phone).
- Providing exceptional customer service with a respectful and compassionate attitude to all clients.
- Check in clients, ensure consent forms are filled, provide a credit card on file and updated client information, and help clients as needed.
- Check out clients efficiently, and effectively.
- Remind clients of what is happening in the clinic, providing information about promotions and sales.
- Assist in holiday sales like Black Friday and Christmas sales.
- Answer the phone promptly, with enthusiasm and care.
- Monitor the waiting room to ensure clients are taken back on time.
- Stay on top of staff schedule and timeliness.
- Be conscious of appointment time lengths when scheduling ensuring effective use of clinic rooms, and allowing time for rooms to be cleaned and prepared.
- Ensuring clinic waiting room, entryway, and restrooms are pristine, without clutter or uncleanliness.
- Educate clients about promotions, memberships, services and products as part of client retention strategies.
- Sell retail products to walk-ins and existing clients.
- Educating patients when and how to use each product, possible benefits, and reactions they may experience and what that means in their skin health journey.
- Team collaboration and credential teammates and introduce them to patients, ensuring they receive the best in class support they receive.
- Clerical/Client Charts_
- Prepare charts with appropriate consent forms and information for clients.
- Product/Service Knowledge_
- Participate in continuing education.
- Attend all mandatory trainings/meetings.
- Know all current offers and specials.
- Know and participate in clinic incentive contests.
- As a timeline, new receptionists should understand all clinic services (i.e., what they are, the processes, prices, and frequently asked questions) within the first month of employment.
- Clinic Schedule/ Client Calls_
- Scheduling clients for appointments (new or returning) over the phone or in the clinic.
- Calling clients for events and promotions.
- Coordinate client messages to appropriate providers.
- Supporting with taking payments.
- Facilitating financial transactions, through full payment or financing options, in person, online or over the phone across multiple payment types (ie, cash, debit, credit)
- Handling client's inquiries and resolving issues promptly and professionally.
- Providing feedback on marketing materials and strategies to enhance outreach efforts.
- Participating in the team meetings to share insights and strategies for improving sales performance
- Facility_
- Clean desk and waiting area (dust, arrange brochures, arrange skin care.
- Stock retail shelves and control inventory.
- Abide by client confidentiality requirements.
- Stock desk with supplies.
- Support with cleaning (vacuum, mop, wipe counters, garbage, etc.) and stocking treatment rooms (gauze, syringes, etc).
- Ensure garbage is only thrown out in the designated area.
- Supporting Providers_
- Bringing clients into treatment rooms when the provider needs support or is behind schedule.
- Prepping charts and clients for appointments (before and after photos, numbing, charting. consent forms).
- Checking in on clients who have been waiting a while (i.e., conversing, ensuring they are comfortable, offering water, etc).
- Daily Cash Drawer_
- Manage daily cash drawer.
- Match day end reports.
- Daily cash deposits.

**Qualifications & Experience**:

- 2+ years’ experience as a receptionist.
- At least 1 year working in a medical aesthetic (or related) clinic.
- Strong customer service background.
- Sales background.
- Knowledge of non-surgical cosmetic procedures.
- Proficiency in using EMR software
- Passion for the aesthetic industry and client care.

**Job Types*