Job Overview
We are seeking a dynamic and personable Front Desk Receptionist/Office Assistant. In this vital role, you will manage front desk operations, provide exceptional customer service, and support daily administrative functions. Your energetic approach and organizational skills will ensure smooth office flow, foster positive client interactions, and contribute to a productive work environment.
ZMD Aesthetics – Front Desk Responsibilities
1. Patient Check-In
- Greet and welcome every patient in a friendly, professional, and courteous manner.
- Ensure all required consent forms are completed and signed before treatment.
- Provide each patient with the ZMD Assessment Form to complete prior to their consultation or procedure.
- Verify the patient's Allē account, available rewards, and eligibility for point redemption.
- Offer every new patient a complimentary Full Face Assessment and Aura Skin Analysis Scan.
- Confirm that all required paperwork has been completed before escorting the patient to the treatment room.
2. Appointment Confirmation
- Confirm all scheduled appointments one business day in advance.
- Review and communicate all applicable pre-treatment instructions.
- Answer any questions regarding the patient's upcoming appointment.
- Notify patients of any outstanding balances or required paperwork before their visit, when applicable.
3. Patient Check-Out
- Collect payment and complete the check-out process accurately.
- Enter and submit all eligible Allē points for qualifying treatments.
- Schedule all recommended follow-up or maintenance appointments before the patient leaves.
- Review post-treatment instructions and ensure the patient understands their aftercare.
- Thank the patient for choosing ZMD Aesthetics and encourage them to contact the office with any questions or concerns.
4. Cancellation & No-Show Follow-Up
- Contact patients who cancel or miss their appointments within the same business day whenever possible.
- Offer available appointment times to reschedule.
- Document all communication and update the patient's chart accordingly.
5. Post-Treatment Follow-Up
- Contact patients the day after their treatment to assess their recovery and overall satisfaction.
- Ask about their treatment experience and whether they are happy with their results.
- Address any questions or concerns regarding their treatment or recovery.
- Promptly notify the provider of any reported complications, adverse reactions, or urgent medical concerns requiring follow-up.
- If the patient had a positive experience, kindly invite them to leave a review on Google, Yelp, or other preferred review platforms, and thank them for their feedback.
6. Yelp Lead Follow-Up
- Review all new Yelp leads daily.
- Contact each lead promptly. If a phone number is provided, call the patient as soon as possible.
- Introduce yourself, thank the patient for their interest in ZMD Aesthetics, and answer any questions they may have.
- Provide accurate information regarding services, pricing (when appropriate), promotions, and provider availability.
- Assist the patient with scheduling a consultation or treatment appointment.
- Document all outreach attempts and communications in the practice management system.
- If unable to reach the patient, leave a professional voicemail (when permitted) and continue follow-up according to office policy.
7. Facebook Messenger Follow-Up
- Monitor Facebook Messenger throughout the business day and respond to all new inquiries promptly.
- Respond to messages in a professional, friendly, and timely manner.
- Answer questions regarding treatments, pricing, promotions, provider availability, and office location.
- Encourage prospective patients to schedule a consultation or treatment appointment.
- Follow up with individuals who have not responded to previous messages or who expressed interest but have not yet scheduled.
- Document significant conversations and appointment outcomes in the practice management system.
- Escalate clinical or treatment-specific questions to the provider when appropriate.
Skills
- Bilingual proficiency is highly desirable to serve a diverse client base effectively.
- Strong office management skills combined with experience in clerical tasks such as filing, data entry, and document proofreading.
- Proficiency in Microsoft Office (Word, Excel), Google Workspace (Docs, Sheets), and general computer literacy to handle various administrative functions seamlessly.
- Excellent phone answering skills with knowledge of multi-line phone systems and phone etiquette to ensure professional communication.
- Prior office experience with familiarity in customer service, front desk operations, and administrative support roles.
- Ability to manage time efficiently through effective organizational skills and prioritize tasks independently.
- Experience with QuickBooks or bookkeeping is a plus for supporting basic financial recordkeeping.
- Personal assistant experience or calendar management skills to coordinate schedules smoothly.
ZMD Aesthetics – Employee Benefits & Work Schedule
Work Schedule
- Regular business hours: Monday through Saturday, 10:00 AM – 5:00 PM.
- Employees are expected to arrive on time and be prepared to begin work at the start of their scheduled shift.
- Any changes to the schedule or requests for time off must be approved by management in advance.
Employee Benefits
- Health Insurance: Eligible employees may participate in the company's health insurance plan in accordance with plan eligibility requirements.
- Employee Treatment Benefit: Employees are eligible for one aesthetic treatment per month at 50% off the regular price. Treatments are subject to provider approval, scheduling availability, and product exclusions as determined by management.
- Employee Skincare Discount: Employees may purchase ZMD Aesthetics skincare products at cost (without MSRP markup) for personal use.
- Skincare Sales Commission: Employees will receive a 5% commission on all skincare product sales they generate.
- All employee benefits are subject to ZMD Aesthetics policies and may be modified or discontinued at the discretion of management.
ZMD Aesthetics – Dress Code & Professional Appearance
All employees are expected to maintain a clean, polished, and professional appearance that reflects the high standards of ZMD Aesthetics.
- Wear clean, professional, medical spa–appropriate attire at all times.
- Clothing should be neat, wrinkle-free, and appropriate for a professional healthcare and aesthetic environment.
- Maintain good personal hygiene and a well-groomed appearance.
- Hair should be clean, neat, and secured away from the face when appropriate.
- Makeup should be clean, natural, and professionally applied. Moderate makeup is encouraged to maintain a polished appearance.
- Fingernails should be clean and well maintained. Nail length should not interfere with patient care.
- Wear clean, closed-toe shoes that are appropriate for a medical office.
- Jewelry and accessories should be minimal and should not interfere with patient care or professional duties.
- Visible tattoos and piercings should be presented in a professional manner consistent with the image of the practice.
- Employees are expected to wear their name badge during working hours when provided.
Pay: $18.00 - $22.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Health insurance
Work Location: In person
