Job Summary

The Patient Representative is the face of the Spa. You are responsible for greeting patients upon arrival at the office and coordinating their visit with appropriate staff members in an efficient and pleasant manner also provides effective communication with patients.

Job Responsibilities

Daily Duties

• Answer high volume of phone calls throughout the day within 3 rings, stating your name with a welcome tone.

• On the rare occasion that phone calls are not answered, check and return voicemails.

• Schedule and manage spa and clinical appointments within NexTech.

• Be knowledgeable about gift cards, payment options and client point system.

• Use knowledge of medical codes to appropriately invoice and check out patients.

• Ensure the next day's appointments are confirmed or rescheduled as needed and all patient forms are completed accurately.

• Warmly greets each guest of the office upon arrival.

• Determine patient needs and ensure efficient transfer of care to other staff members as appropriate ensuring all of their information is accurate and up-to-date.

• Assist in maintaining the cleanliness of the office, including taking out trash and keeping patient areas tidy and dust free.

• Scan all patient documents from providers including but not limited to patient consents.

• Ensure end of day procedures are run accurately and efficiently. Taking end-of-day deposits to the bank and sending reports to office administration.

• Follow proper cash drawer procedures, ensuring cash and cashier checks are handled appropriately.

• At least semi-weekly, distribute providers with an inventory checklist sheet to ensure accurate product counts and order needs.

• Be knowledgeable with products offered to explain the benefits of each to patients, encouraging sales when appropriate.

• Open and distribute mail and packages as they are delivered throughout the day.

• Ability to travel to other practice locations as needed

• Saturday rotation required

• Other duties as assigned to support the operation of the office.

Education and Experience

• High School diploma or equivalent

• Experience in a reception role at a medical practice preferred.

Knowledge Skills and Abilities

• Strong communication and interpersonal skills.

• Organizational skills with attention to detail.

• Excellent problem-solving skills and conflict resolution abilities.

• Ability to work in a fast-paced environment and handle multiple tasks simultaneously.