Job Description:

Practice Experience Coordinator Flawless

Directly reports to Owner, NP, Shawna Joaquin $17-20 per hour depending on experience

Start Date 10/5/21 Part time, 20-30 hours per week with potential for full time work as practice grows

The Position Overview:

The Practice Experience Coordinator’s main function is to provide a high level of support to
Medical Providers and Customers of our Medspa in Excelsior, MN. The goal for this position is to oversee and streamline the client experience from start to finish while providing administrative and day to day support to our medical professionals.

This is a part-time position with the potential for full-time starting at 20-30 hours, reporting directly to the CEO and Nurse Practitioner in a fast-paced, client focused practice. The ideal candidate is a people person with great communication skills and embodies a welcoming and helpful attitude toward daily interactions with our team and clients. Some Domestic travel to conferences, trainings and events is required.

We invite you to apply if you are seeking the opportunity to utilize your superior communication skills and your desire to streamline office processes in order to add value to our growing practice.

Note: If you have a business of your own that you plan to continue to grow, please do not apply. We are going to hire the best candidate that is excited to put their full focus into this position.

The Opportunity:

We are seeking a detail-oriented Patient Experience Coordinator who is fueled by top notch customer service, enjoys collaborating with team members and who has experience supporting medical providers and clients in a medical clinic or medical spa setting.

If you live within a 45 minute drive to Excelsior, MN and are looking to utilize your superior organizational skills and talents that allow you to contribute to a growing medical spa practice, we invite you to apply.

You must be available to work 3-4 days in person, no weekends or evenings required. Some weeks are flexible and fewer in person days may be required. There is potential for some work to be done virtually.

We want to meet you because you are:

Highly motivated when you witness the practice achieving success and impacting the clients and customers of the organization and enjoy working with a fast-paced, collaborative team and are comfortable with prioritizing and executing needs within the business.

You have a strong sense of professionalism, proven decorum and discretion to compliment your communication skills and are looking for a rewarding opportunity to add value to professionals working in a thriving Medspa practice.

Comfortable with social media, participate in Facebook groups and comfortable with online tools.

Are a master of the business and personal calendar.

Interested in continued improvement of systems and work processes.

You are looking to serve and grow in an administrative role, not grow your own business. You are looking to serve clients and executives and focus on the growth of the organization.

Love people and possess great communication skills and a know-how that helps to facilitate respect and ease and flow within the organization.

Trustworthy and can be counted on to safeguard the confidentiality of our business and our clients.

The Role:

Manage the CEO’s personal and professional calendar as well as the practice schedule/calendar to maximize efficiency.

Provide attention to detail as you prepare documents and various correspondence within the organization.

Evaluate the priority of incoming correspondence and redirect to Medical Providers accordingly and maintain electronic and paper filing systems.

Manage the process and data flow of our client evaluations, client files and client communication.

Manage incoming phone calls, booking appointments, confirming appointments, rescheduling and follow up after care calls.

Data entry and creating reports in current software relevant to practice growth, client satisfaction, client retention and provider/practice goals.

Manage mailings, incoming and outgoing. Unboxing and stocking product. Ordering and managing retail drop ship orders.

Creating protocols to maintain efficient systems within the practice both administrative and client experience.

Pull charts, file charts, assemble and prepare new client charts.

Assist with day-to-day office needs such as cleaning, stocking, inventory and more.

Strict adherence to HIPPA privacy laws, confidentiality, and professionalism and trust is a basic expectation.

Check in and check out of client, education and sales of retail products for clients related to skincare and post procedure care. Familiar with QuickBooks Online, creating invoices, following up for payment and checking out with QB payment system.

Provide administrative support through developing and implementing procedures to improve office efficiency, attend meetings, attend trainings, ordering supplies and photocopying.

Provide client care and office effectiveness through communicating promptly and professionally
(both verbally and electronically) with staff and clients.

A typical day might look like:

Greeting and checking in/out clients at front desk

Adding events to CEO’s personal and professional calendar

Answering phone calls, triaging needs to provider, booking appointments, answering questions about pricing of services, downtime and client expectations.

Confirming appointments, collecting and entering credit card data to secure appointments, data entry in finance software, EMR software and CRM software.

Taking quality before and after client photos

Assisting clients with onboarding paperwork, assembling charts and some medical record documentation.

Research and ordering of client gifts.

Assisting clients to sign up for Membership, explanation of benefits as well as savings provided.

Booking personal appointments for CEO and family.

Contributing to various spreadsheets for data tracking, KPI’s, Seasonal Promotions, etc.

Having Solid Experience with the following tools is a definite plus:

Microsoft Office, Cloud based Storage, Aesthetic Record, QuickBooks Online, Keap/Infusion
Soft, Excel, G-Suite, Facebook messenger, Instagram Messenger, Instagram Live, Zoom,
Wordpress, Paypal, Venmo

What you can expect from us:

Flawless is a Medspa focused on growth and client experience. We are a team that values working with one another and are looking to hire others who want to collaborate and be part of the impact we have on helping clients feel their best and building confidence through a very high-touch, high customer service experience.

We hire independent self-motivated team members. You will be expected to take responsibility for yourself; we do not micromanage.

We are stacking a team of professional, competent and highly engaging leaders whose goal is to impact the lives of our clients. We are an equal opportunity employer.

Compensation:

$17-$20 to start depending on experience with desire and motivation to grow professionally within the organization

How to apply:

If you would like to be considered for the position, submit your letter of interest outlining your unique capabilities and experience for this role using the subject headline Be Flawless MN!_Your Full Name_2021*

Substitute your first and last name for “Your Full Name” and the exact punctuation included above.

Job Type: Full-time

Pay: $17.00 - $25.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Free parking
• Health insurance
• Malpractice insurance
• Opportunities for advancement
• Paid time off
• Paid training
• Vision insurance

Healthcare setting:

• Clinic

Schedule:

• Day shift
• Monday to Friday
• No weekends

COVID-19 considerations:
Common surfaces disinfected between clients, all employees/staff COVID vaccine required

Education:

• High school or equivalent (Preferred)

Experience:

• Computer skills: 1 year (Preferred)
• Customer service: 1 year (Required)
• Administrative Assistant: 1 year (Required)

Work Location: One location