Front Desk

Empower Aesthetics•Town of Colonie, NY

2d•$17 - $21•Onsite

About The Position

The Front Desk Associate supports front desk operations and patient experience in a medical aesthetics practice in Albany, NY. The role combines patient check-in and checkout, appointment coordination, administrative work, facility upkeep, and sales and marketing support. The associate promotes services and products, encourages bookings and rebookings, and contributes to patient retention and practice growth while maintaining patient confidentiality and HIPAA compliance. The position is part-time, scheduled Mondays from 9am to 6pm and Thursdays from 9am to 7pm.

Requirements

High school diploma or equivalent required.
Previous experience in a medical aesthetics or healthcare setting with sales experience is highly desirable.
Strong customer service orientation focused on patient retention and satisfaction.
Excellent communication and interpersonal skills, including the ability to proactively recommend treatments and products.
Highly organized and detail-oriented, with the ability to multitask in a fast-paced environment.
Self-motivated, with the ability to contribute to team goals and individual sales targets.
Maintain patient confidentiality and comply with HIPAA standards.

Nice To Haves

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

Responsibilities

Greet and check in patients, accurately entering patient information and consents into the EMR system.
Alert clinicians when patients arrive and facilitate timely rooming.
Provide numbing services as needed and prepare patients for appointments.
Check patients out, assess their satisfaction, and encourage them to book their next appointment.
Educate patients about treatments, services, products, promotions, and specials, and recommend options aligned with their needs.
Answer and direct incoming calls, monitor voicemails, and respond or escalate in a timely manner.
Collect payments in compliance 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, and optimize schedules using the waitlist.
Follow up with patients who miss or cancel appointments, and contact clients who have not rebooked or visited recently.
Handle emails, escalate issues as needed, and report facility-related concerns.
Perform opening and closing duties and maintain clean, welcoming lobby and patient rooms.
Manage amenities such as coffee, oversee laundry and trash disposal, and assist with inventory and supply restocking.
Address patient inquiries and concerns professionally, communicate client concerns to management, and participate in resolving issues.
Conduct proactive outreach to new leads and current or lapsed clients by phone or SMS, including sharing relevant promotions and personalized offers.
Recommend providers and treatments based on client needs and knowledge of specialty services.
Assist providers with filming or marketing content when needed.
Document outreach and sales interactions to measure their impact and effectiveness.
Attend work events, training sessions, and staff meetings to stay current on industry trends and best practices.
Maintain confidentiality and uphold HIPAA compliance standards.