Front Office Supervisor

Description: 

The Front Office Supervisor is a key role responsible for ensuring the efficient operation of the front office. This includes overseeing the reception area, supervising the front desk team, and assisting with inventory management, rewards program oversight, and staff training. The ideal candidate will have a friendly and approachable personality, excel at engaging with patients, be able to manage vendors, and work well in a team-oriented environment. They will proactively address issues independently, showcasing strong problem-solving skills, and know when to escalate matters to management. The role requires the ability to manage multiple tasks simultaneously, follow direction effectively, and consistently deliver an exceptional patient experience.  

Education and Experience  

1. High school graduate or equivalent.  

1. 2 years in similar public-facing role, preferably in aesthetic or medical setting.  

Requirements, Skills, and Abilities  

Physical Requirements  

1. Engage in mild to moderate walking, pushing, pulling, crouching, bending, stretching, and twisting.  

1. Ability to carry up to 10 pounds.  

Technical Abilities  

1. Ability to use computer with Windows Operating System for daily tasks, including Email and Microsoft Teams.  

1. Ability to use Electronic Medical Record (PatientNOW).  

1. Ability to use TouchMD.  

1. Ability to use Webex software as needed.  

1. Familiarity with aesthetic rewards web applications. 

Communication and Problem Solving  

1. Possess a wide-ranging knowledge of aesthetic healthcare.  

1. Good problem solving and analytical skills.  

1. Excellent Communication skills.  

1. Empathetic with patient needs and concerns.  

1. Ability to multi-task.  

1. Well organized with attention to detail.  

1. Excellent time management skills.  

1. Take initiative to resolve issues independent of direct supervision.  

Patient Confidentiality  

1. Discretion in handling diverse and challenging situations while adhering to patient privacy regulations.  

Availability  

1. Reliable Transportation  

1. Ability to work 8:45 am to 5:45 pm daily with 1 hour lunch.  

Aesthetic Knowledge  

1. A good understanding of all practice offerings.  

1. The ability to credential each surgeon to a patient.  

Immunizations and Tests  

1. Yearly Influenza and COVID-19  
    

Environmental Hazards and Job Conditions  

Exposure to:  

1. Hazardous chemicals. Minimal, Low.  

1. Infectious disease while in decontamination area and during all patient contact. Minimal, Low.  

1. Bloodborne pathogens. Minimal, Low.  

Personal Protective Equipment (PPE) required based on procedure.  

1. Masks as required by the local health department. 

Job Duties 

Reception and Patient Interaction 

1. Greet patients with a warm, welcoming, and engaging demeanor, ensuring they feel comfortable and valued from the moment they arrive. 

1. Educate and encourage participation in our office and partnered promotions and exclusive offers, such as Alle Flash, procedure packages, and upcoming marketing opportunities. 

1. Handle patient check-ins and check-outs accurately in the Electronic Medical Record (EMR) system (PatientNOW). 

1. Confirm and update patient information, including consents and necessary documentation. 

1. Ensure accurate documentation and communication of rewards on patient superbills. 

1. Answer phones and direct calls to the appropriate departments in a friendly, professional manner. 

Staff Management 

1. Train and supervise front desk staff and collaborate with Lead Medical Spa Assistants to ensure high quality patient care and interactions.  

1. Lead the training of front-office staff on best practices, EMR systems, and customer service techniques, following guidance from Directors and Managers.   

1. Monitor office flow and provide coverage as needed. 

1. Notify Practice Managers of the need for employee discussions and disciplinary actions are necessary.  

1. Notify Human Resources immediately if injuries occur. 

1. Acknowledge staff achievements and celebrate milestones (e.g., birthdays). 

1. Coordinate and participate in trainings and "Lunch & Learns," including organizing lunch, scheduling times, and managing break periods. 

Inventory Management 

1. Perform dual counts with the Back Office reception to oversee inventory of non-injectable products, ensuring regular counts and accurate tracking. 

1. Work with the Clinical Practice Manager to approve inventory orders and monitor stock levels for issues. 

1. Maintain a fixed asset inventory list, including serial numbers and costs where available. 

Administrative Support 

1. Ensure patient communications, including appointment reminders and confirmations, are managed. 

1. Collaborate with vendors (e.g., IT, cleaning, medical waste) to ensure smooth operations. 

1. Manage and organize patient waiting areas to maintain comfort and cleanliness. 

Additional Duties 

1. Assist with back-office administrative tasks as needed, including invoice management, patient follow-up, and charting. 

1. Maintain confidentiality of patient information in compliance with privacy regulations. 

1. Provide backup support to other office staff when necessary.