Front Desk Receptionist

Cosmetic Physician Partners•Traverse City, MI

15d

About The Position

Copper Aesthetics & Plastic Surgery is a physician-led aesthetic practice serving Northern Michigan, with locations in Traverse City and Petoskey. Backed by board-certified plastic surgeon and Medical Director Christopher C. Jeffries, MD, FACS, the practice offers a full continuum of care—ranging from advanced non-surgical med spa treatments to plastic and reconstructive surgery—all centered on helping patients look and feel like the best version of themselves. This team pairs state-of-the-art technology and results-driven skincare with a warm, elevated patient experience—because every visit should feel welcoming, professional, and genuinely supportive from the moment a patient walks through the door. We are currently hiring a Front Desk Receptionist. The front desk team is the heartbeat of the patient experience—setting the tone for every visit, keeping the day running smoothly, and ensuring patients feel welcomed, supported, and cared for from check-in to check-out. This role is essential to the overall flow of the office, partnering closely with providers and the broader team to keep schedules organized, communication clear, and the environment polished and professional.

Requirements

1+ year of front desk, concierge, hospitality, or medical office experience (aesthetic/med spa, plastic surgery, dermatology, or healthcare preferred)
Professional, warm, and polished presence with strong customer-service instincts
Excellent verbal and written communication skills; confident on the phone and in person
Strong attention to detail and ability to handle confidential patient information with discretion (HIPAA-minded)
Comfortable collecting payments, discussing basic financial policies, and maintaining accurate documentation
Strong organizational skills and ability to prioritize in a fast-paced, patient-facing environment
Tech-savvy: comfortable learning scheduling/EHR systems, managing email/faxes, and running reports (experience with practice management software a plus)
Reliable, punctual, and proactive—takes ownership of tasks and follows through
Team-first mindset with a willingness to jump in and support clinic needs as they arise

Responsibilities

Open office each morning
Check e-referral email
Triage incoming faxes
Maintain appearance of reception area, front desk, and patient restrooms
Greet all patients and create a welcoming atmosphere
Check in/out all patients and obtain appropriate payments/documentation
Confirm scheduled appointments and communicate any unconfirmed appointments schedulers
Order all office supplies
Answer phone calls in a pleasant and professional manner
Manage incoming and outgoing mail
Manage patient records requests and transfer records
Implant tracker management
Create new patient packets for clinical patients
Manage appointment scheduling by updating schedule changes, notifying appropriate provider when patient is late, and sending appointment reminders to patients
Run monthly reports for all providers and have manager review via e-mail
Close office at end of day
Put out marketing materials in both reception rooms and all treatment rooms. Petoskey oversees their own
Ensure that waiting room is clean and organized throughout the day (4 times per day at minimum – first thing in the morning, mid-morning, midafternoon and at close)
Work as a team to assist other positions with tasks in order to provide the best customer service