Job description
As the Assistant Practice Manager, this position will assist the Practice Manager in the smooth functioning of all aspects of operations, human resources, statistics, and project initiatives.
In addition this position is responsible for leading smooth operations of the front desk team to ensure excellent customer service, implementation of standard operating procedures, training, employee scheduling, implementation of IT systems support, and front desk coverage. The lead will focus on key business opportunities to improve the performance and experience of the front desk.
Responsibilities
- Oversee and participate as a member of a team of Front Desk Client Care Coordinators.
- Assist with booking, checking in and checking out clients.
- Phone confirmation of patient appointments.
- Collecting payment for retail products and services.
- Ensure clients are enrolled in membership and loyalty programs.
- Promote retail products and services such that our clients are fully engaged with the breadth of what we have to offer.
- Answer and return client phone calls.
- Ensure that client inquiries are responded to in a timely manner (goal < 15 minutes).
- Assist with reviewing and distributing incoming faxes.
- Focus on Key Operating Indicators - Rebooking, Cross Fertilization, Client Retention Rate, etc.
- Reconcile cash, credit card, and cash collections on a daily basis.
- Ensure that client documents are entered into the file system (soon to be electronic).
- Supervision, training, and review of the Front Desk Coordinator Team.
- Administration of IT and Phone systems.
- Procurement and organization of office supplies, product brochures,
- Oversee inventory control by the Front Desk Team.
- Assist Practice Manager with projects and initiatives to improve the operations and performance of the practice.
- Implementation of a new practice management, booking, and electronic health record system (2023).
- Participate in ongoing practice management and leadership training opportunities.
Qualifications
- 3 years experience in cosmetic, plastic surgery or dermatology fields..
- High school diploma, college degree a plus..
- Knowledge of medical records and HIPAA standards.
- Minimum of 1 year supervisory experience.
- Understanding of regulations and standards pertaining to quality assurance and patient confidentiality.
Additional Skills
- Superior interpersonal and communications skills
- Dedication to high quality patient care and efficiency
- Computer literate with experience in patient scheduling, Microsoft Office, (CRM and electronic health record desired)
- Strong problem solving skills
- Well organized with attention to detail
- Ability to manage and develop staff
- Ability to manage multiple projects to promote the practice
Benefits
- Comprehensive Package - Medical, Dental and Vision Insurance, 401K, Aesthetic service perks, and more!
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