What are the responsibilities and job description for the Front Office & Patient Relations Specialist | Marketing Support position at VIV Wellness?
ResponsibilitiesFront Desk & Patient Coordination
- Greet patients and visitors in a warm, professional manner and ensure a positive first impression.
- Schedule patient appointments, manage calendars, and coordinate follow-up visits.
- Maintain an organized and efficient front office by managing phone calls, emails, and inquiries.
- Collect payments, and process billing transactions.
- Manage patient records, ensuring accuracy, confidentiality, and compliance with HIPAA regulations.
- Assist patients with intake forms, pre-visit preparations, and post-visit follow-ups.
- Act as a liaison between patients, providers, and clinical staff to ensure smooth communication.
- Monitor office supplies and assist with inventory management.
- Manage and create content for social media platforms (Instagram, Facebook, LinkedIn, etc.).
- Update and maintain the practice’s website, blog, or marketing newsletters.
- Coordinate promotional campaigns, special offers, and events for the practice.
- Develop creative ways to enhance patient engagement, retention, and loyalty.
- Monitor online reviews and assist with responding professionally to feedback.
- Work with external vendors or graphic designers for branding materials or marketing content.
- Track marketing campaigns’ effectiveness and compile analytics to report progress.
- Assist in implementing internal office initiatives, such as referral programs or promotions.
- Customer Service Excellence: Strong interpersonal and communication skills for patient interaction.
- Organization & Time Management: Ability to prioritize tasks and manage a busy front desk.
- Technical Skills: Proficiency with practice management software, Microsoft Office Suite (Word, Excel, Outlook), and basic CRM tools.
- Social Media Knowledge: Familiarity with platforms like Instagram, Facebook, and LinkedIn.
- Marketing Savvy: Basic understanding of marketing strategies, including email marketing, content creation, and event promotion.
- 1-3 years of experience in a customer service, front office, or patient coordinator role (medical or spa setting preferred).
- Experience managing social media or contributing to marketing campaigns is a plus.
- Previous experience working in a medical, wellness, or aesthetic practice is ideal.
- High school diploma or equivalent required; a bachelor’s degree in marketing, communications, or a related field is preferred but not required.
- Professional, polished, and friendly demeanor.
- Strong attention to detail and ability to multitask.
- A proactive mindset and ability to work independently or as part of a team.
- Enthusiastic about wellness, aesthetics, or healthcare services.