Front Office Medical Assistant

Illuminate is seeking an exceptional Front Office Medical Assistant join our team and offer concierge-level patient care in our Palo Alto Medspa. You'll be a part of a collaborative team that values professionalism, teamwork, and growth.

Description

As a Front Office Medical Assistant, you are responsible for fostering a welcoming atmosphere and supporting the smooth day-to-day operations of the clinic. This role primarily involves patient check-in, appointment scheduling, and ensuring a positive overall patient experience. Additional responsibilities include assisting with patient communications, maintaining accurate chart data, and managing inventory.

You may also occasionally support aesthetic nurses, surgeons, and their teams by assisting with treatments, preparing exam rooms, and educating patients on consents, billing, procedures, and post-treatment care. Additional responsibilities may include taking patient photos and performing equipment sterilization.

The ideal candidate is friendly, approachable, and excels at patient engagement. They should be comfortable managing vendor relationships, thrive in a collaborative, team-oriented environment, and demonstrate strong problem-solving skills with the ability to address issues independently. Knowing when to escalate matters to management appropriately is essential. This role also requires the ability to multitask effectively, follow direction, and consistently deliver an exceptional patient experience.

Location: Illuminate Plastic Surgery - Palo Alto

Schedule: Monday - Friday 8:30 am - 5:30 pm

Weekly Hours: 40 hours, non-exempt

Benefits: Yes

Compensation: $24.00 - $30.00

Education and Experience

• High school diploma or equivalent.
• Medical Assistant Certification
• 2 years’ experience in a clinic environment, plastic surgery or medical spa a plus.

Requirements, Skills, and Abilities

Physical Requirements

• Ability to stand and/or walk for extended periods of time.
• Engage in moderate to heavy walking, pushing, pulling, crouching, bending, stretching, and twisting.
• Ability to carry up to 25 pounds.

Technical Abilities

• Ability to use computer with Windows Operating System for daily tasks, including Email, Word and Microsoft Teams.
• Ability to use Electronic Medical Record (PatientNOW)
• Comfort with internet websites for ordering.

Communication and Problem Solving

• Good problem solving and analytical skills.
• Excellent Communication skills.
• Empathetic with patient needs and concerns.
• Ability to multi-task.
• Well organized with attention to detail.
• Excellent time management skills.
• Take initiative to resolve issues independent of direct supervision.

Patient Confidentiality

• Discretion in handling diverse and challenging situations while adhering to patient privacy regulations.
• Maintain confidentiality of patient information in compliance with privacy regulations.

Availability

• Reliable Transportation
• Ability to work 5 days per week in the office.
• Available to travel between Palo Alto and San Jose offices if necessary.

Immunizations and Tests

• TB Test (done annually)
• Tetanus
• Yearly Influenza
• Hep B

Commitment to Team

• Ability to work effectively as a member of the Illuminate Team.
• Treats patients and coworkers with respect.

Environmental Hazards and Job Conditions

Exposure to:

• Hazardous chemicals. Continuous, High.
• Infectious disease while in decontamination area and during all patient contact. Continuous, High.
• Bloodborne pathogens. Continuous, High.

Personal Protective Equipment (PPE) required based on procedure.

• Mask; must follow guidelines set by Santa Clara County Health Department.
• Goggles or Face Shield
• Hair Covering
• Impervious Gown, gloves, and shoe covers

Job Duties

Reception and Patient Interaction

• Greet patients with a warm, welcoming, and engaging demeanor, ensuring they feel comfortable and valued from the moment they arrive.
• Educate and encourage participation in our office and partnered promotions and exclusive offers, such as Alle Flash, procedure packages, and upcoming marketing opportunities.
• Handle patient check-ins and check-outs accurately in the Electronic Medical Record (EMR) system (PatientNOW).
• Confirm and update patient information, including consents and necessary documentation.
• Ensure accurate documentation and communication of rewards on patient superbills.
• Answer phones and direct calls to the appropriate departments in a friendly, professional manner.

Inventory Management

• Perform dual counts with the Back Office reception to oversee inventory of non-injectable products, ensuring regular counts and accurate tracking.
• Work with the Clinical Practice Manager to approve inventory orders and monitor stock levels for issues.
• Maintain a fixed asset inventory list, including serial numbers and costs where available.

Administrative Support

• Ensure patient communications, including appointment reminders and confirmations, are managed.
• Collaborate with vendors (e.g., IT, cleaning, medical waste) to ensure smooth operations.
• Manage and organize patient waiting areas to maintain comfort and cleanliness.

Additional Duties

• Attend departmental and staff meetings as well as daily huddles.
• Provide Additional Support for Lead Medical Spa Assistant and Surgical Staff
  • Room patients
  • Obtain consents, prepare exam rooms, take photos, and assist with procedures
  • Chaperone male providers
  • Document patient care

Participate as a Valuable Member of the Illuminate Team

• Work together with all members of the Illuminate Team to give the patient a truly concierge process.
• Continuously improve patient and coworker communication.

And other duties as assigned.

• Every Illuminate Team Member provides backup and assists other staff in completing their tasks.
• Management may assign projects or special tasks as needed.

  
  Why Join Illuminate?

  We believe in offering more than just care. We provide a high-touch, concierge experience that empowers our patients to look and feel their best. That care extends to our team. Illuminate offers comprehensive health, dental, and vision insurance through a wide network of reputable carriers, with the company covering the majority of premium costs. In addition, team members are eligible for a 401(k) plan, paid holidays, and generous staff perks after meeting established eligibility requirements and criteria.