Front Desk

Empower Aesthetics•Albany, NY

About The Position

The Front Desk Associate supports front desk operations and patient experience in a medical aesthetics practice. The role includes welcoming and checking in patients, managing appointments and patient records, supporting patient comfort, collecting payments, and maintaining a clean and welcoming facility. The associate also contributes to practice growth through service and product recommendations, appointment booking and rebooking, patient outreach, and sales and marketing support. Patient confidentiality and HIPAA compliance are essential. This is a part-time position in Albany, New York, scheduled Mondays from 9 a.m. to 6 p.m. and Thursdays from 9 a.m. to 7 p.m. The listed salary is $17.00–$21.00.

Requirements

High school diploma or equivalent.
Strong customer-service orientation focused on patient satisfaction and retention.
Excellent communication and interpersonal skills, including the ability to recommend treatments and products proactively.
Highly organized, detail-oriented, and able to multitask in a fast-paced environment.
Self-motivated, with the ability to contribute to team goals and individual sales targets.

Nice To Haves

Additional education in healthcare administration, marketing, or a related field.
Previous experience in medical aesthetics or healthcare, particularly with sales.
Proficiency with EMR systems, POS systems, and Microsoft Office Suite.
Knowledge of medical aesthetics services, products, and terminology.

Responsibilities

Greet and check in patients, enter patient information and consents into the EMR, alert clinicians to patient arrivals, and facilitate timely rooming.
Provide patient comfort support, including numbing services as needed and appointment preparation.
Check patients out, assess satisfaction, and encourage them to book their next appointment.
Educate patients about promotions, treatments, and products, and recommend relevant services and retail items.
Answer calls, monitor voicemails, route inquiries, respond or escalate as appropriate, and handle emails.
Collect payments in accordance with HIPAA standards and manage deposits when required.
Enter treatment invoices into the POS system and accurately log rewards-program points.
Book and reschedule appointments, confirm appointments 24 hours in advance, optimize schedules using the waitlist, and follow up with patients who miss or cancel appointments.
Maintain a clean and welcoming lobby, patient rooms, and facility; perform opening and closing duties; manage amenities, laundry, and trash; and restock supplies as needed.
Address patient inquiries and concerns professionally, communicate concerns to management, and participate in resolving issues.
Conduct outreach to new leads and to patients who canceled, did not rebook, or have not visited in 90 or more days; document outreach and sales interactions.
Assist providers with filming or marketing content when needed.
Attend work events, training sessions, and staff meetings, stay informed about industry trends and best practices, and uphold confidentiality and HIPAA requirements.