Patient Relations Representative - Deep Blue Med Spa

Patient Service and Communication 

• Maintain thorough knowledge of all DBMS treatments, procedures, injectable products, and current promotions. 
• Communicate with guests using professionalism, friendliness, sophistication, and confidence. 
• Maintain a professional appearance and appropriate business attire. 
• Advise aesthetic patients of the cancellation policy. 
• Ensure a welcoming, clean, and organized reception and waiting room environment. 

Scheduling and Front Office Operations 

• Open and close the office according to established procedures. 
• Answer telephone calls courteously and efficiently. 
• Schedule and manage appointments for all DBMS locations. 
• Constantly monitor DBMS provider schedules. 
• Confirm patient appointments and notify patients of required paperwork. 
• Verify and update patient demographic information during scheduling and confirmation. 
• Prepare the office for the next business day by printing superbills and creating new patient packets. 
• Registration, Documentation, and Compliance 
• Ensure all new patient online registrations, medical histories, and demographic information are completed in a timely manner prior to appointments. 
• Obtain required insurance information and government-issued photo identification for all new spa consults, as applicable. 
• Adhere to established protocols for patient identification and documentation. 
• Ensure all new patient paperwork, including medical history, is completed and uploaded into the NexTech patient file. 
• Comply with all HIPAA regulations. 
• Adhere to all departmental processes and procedures, including Check-In/Check-Out protocols. 

• Maintain knowledge of payment processes, including billing, packages, gift cards, and payment application. 
• Adhere to money handling and cash protocols and procedures. 
• Accurately post payments and complete necessary adjustments or corrections. 
• Run daily financial reports for aesthetic providers (Charges by Input Date). 
• Run payment, refund, and adjustment reports to complete the Daily Deposit. 
• Process payments and maintain accurate financial records. 

• Register Alle loyalty program for patients, issue points, redeem coupons, enter bills, and process payments. 
• Sell and promote DBMS retail products and services. 
• Maintain and replenish retail inventory and shelves as needed. 
• Ensure flawless execution of marketing promotions and enter all referral and discount code information into NexTech.  

Inventory and Administrative Support 

• Conduct and assist with weekly DBMS inventory counts and processing. 
• Check in retail orders and report in NexTech. 
• Assist the DBMS Director with administrative duties assigned. 
• Maintain a clean, neat, organized, and properly stocked workstation. 

Interdepartmental Coordination and Professional Development 

• Serve as a liaison between all departments within NYPSG. 
• Develop and maintain a full understanding of all NYPSG DBMS providers and physician preferences and procedures. 
• Participate in departmental meetings, DBMS evening events, training sessions, and company-sponsored events. 
• Support team building and organizational success through active engagement and collaboration. 

• Ability to maintain professional composure and customer-focused demeanor at all times. 
• Capacity to perform administrative, clerical, and front-desk duties for extended periods. 
• Flexibility to work evenings, special events, and training sessions as required.