Front Office Coordinator

Marietta Dermatology Associates PA•Marietta, GA

5d•$20 - $21

About The Position

The Front Office Coordinator (FOC) is responsible for executing daily administrative tasks with the highest level of attention to detail possible. This position requires experience and professionalism, as the FOC will assist in training new hires and handling all patient needs. Other responsibilities include credentialing providers, scheduling appointments, responding to patient inquiries, scanning documents, and selling retail products, and tracking inventory.

Requirements

In-depth knowledge of aesthetic services and skincare products offered at MDSC.
Knowledge of LightSpeed and EMA.
Proficiency in Microsoft Office, including but not limited to Excel, Word, and PowerPoint.

Responsibilities

Answer incoming patient calls, qualify leads, and schedule appointments.
Respond to all incoming emails within 4 hours.
Assist the Director of Aesthetic Operations with Marietta Facial Plastics (MFP) projects as needed.
Contribute ideas to improve operational efficiency within MFP.
Assist with training and development initiatives for new hires and staff to include the creation and maintenance of training manuals and processes.
Update Constant Contact email contacts for each new consultation request received
Qualify providers and convert new phone inquiries into scheduled consultations.
Organize and document all incoming leads.
Distribute incoming consultation requests and ensure that the tracker is consistently updated with each new inquiry within 24 hours.
Perform check-in and check-out procedures in EMA.
Contact patients who have not yet confirmed next day treatments/appointments.
Track aesthetic consultation appointments
Scan all patient paperwork/information, including insurance cards, into EMA.
Schedule new consultations and accept deposits.
Monitor and adjust schedules to ensure optimal productivity.
Check out patients purchasing products via LightSpeed.
Update patient demographics, including email addresses, at check-in.
Maintain comprehensive knowledge of all treatments and products offered.
Monitor product pricing on Shopify and Lightspeed to ensure profit margins are in line with manufacturer costs, track sales, identify trends regarding popular and underperforming items.
Monitor Shopify, ensure orders are fulfilled same day.
Send appointment confirmation emails to patients.
Send webinar information to patients who do not schedule consultations with Dr. Yellin or Kelly Houmand.
Perform opening and closing procedures in LightSpeed, EMA, and the office.
Educate patients on skincare products and assist with retail sales.
Collect payments and/or outstanding patient balances at each visit.
Manage patient loyalty programs, including adding and redeeming Alle and Aspire points. Reconcile redemptions each week (Friday).
Print daily paperwork and ensure proper documentation.
Communicate professionally and adhere to HIPAA privacy practices.
Maintain high standards of professional appearance, grooming, and communication.
Monitor retail inventory levels by placing restock orders, performing monthly audits, and reconciling shipments (which includes updating LightSpeed).
Organize and maintain retail product displays.
Perform additional responsibilities as assigned.