What are the responsibilities and job description for the Administative Assistant Coordinator position at Skinfinite Solutions Medical Spa & Laser Center?
About Us
Skinfinite Solutions Medical Spa & Laser Center and Lars P. Enevoldsen, M.D. Plastic Surgery have proudly served the Central Valley since 1996. We combine advanced aesthetic medicine, wellness services, and cosmetic surgery with exceptional customer service and patient education.
Our team is committed to creating an outstanding patient experience from the first phone call through long-term follow-up. We are seeking a highly organized, proactive Administrative Assistant Coordinator who enjoys working in a fast-paced healthcare environment and thrives on organization, communication, and continuous improvement.
Position Summary
The Administrative Assistant Coordinator supports management, providers, scheduling, marketing, and daily business operations. This position plays a key role in optimizing provider schedules, maintaining patient relationships, supporting marketing initiatives, and improving office efficiency.
The ideal candidate is detail-oriented, highly organized, self-motivated, and committed to delivering exceptional customer service while managing multiple priorities.
Essential Duties & Responsibilities
- Provide administrative support to management and providers.
- Prepare documents, maintain electronic records, perform data entry, and organize filing systems.
- Maintain confidentiality of patient and company information.
- Perform general administrative duties as assigned.
Scheduling & Practice Operations
- Monitor provider schedules daily and at least three business days in advance.
- Maximize provider productivity by identifying scheduling gaps, cancellations, and opportunities to move patients into earlier appointments or surgery dates.
- Maintain consultation and surgical waiting lists.
- Analyze scheduling trends and recommend additional consultation days, surgical days, or provider availability based on demand.
- Review appointment lengths, provider utilization, room assignments, cancellations, and no-show trends.
- Provide management with recommendations to improve workflow, scheduling efficiency, and overall patient access.
- Participate in process improvement initiatives that enhance patient experience and office productivity.
Patient Relationship Management
Exceptional patient communication is one of the most important responsibilities of this position.
Responsibilities include:
- Build and maintain strong relationships with prospective and existing patients.
- Respond promptly to consultation inquiries, website leads, online requests, and patient questions.
- Conduct outbound follow-up calls to prospective patients, consultation requests, and inactive patients.
- Convert inquiries into scheduled consultations and treatment appointments.
- Provide patients with educational materials, financing information, treatment brochures, memberships, promotional offers, and other requested resources.
- Maintain detailed documentation of patient communications within PatientNow and other company systems.
- Coordinate patient follow-up with providers and management to ensure continuity of care.
- Deliver a professional, informative, and personalized experience during every patient interaction.
Phone & Communication
- Answer incoming calls professionally.
- Triage calls and route them appropriately.
- Respond to voicemail and electronic inquiries promptly.
- Register patients in the Patient Portal and send electronic forms.
- Maintain professional written and verbal communication with patients, vendors, and staff.
Marketing & Business Development
- Support marketing campaigns through phone, email, text messaging, and patient outreach.
- Assist with social media management and online inquiries.
- Help maintain website content and patient education materials.
- Coordinate promotional campaigns, community events, open houses, and patient appreciation events.
Skills
- Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
- Bilingual abilities are a plus to communicate effectively with diverse clients and team members.
- Demonstrated experience in office management, clerical support, or administrative roles with strong attention to detail.
- Exceptional phone etiquette skills combined with experience managing multi-line phone systems.
- Proven time management skills with the ability to handle multiple responsibilities simultaneously while maintaining accuracy.
- Familiarity with data entry procedures, proofreading documents, and maintaining filing systems for optimal efficiency.
Join us as an Administrative Assistant Coordinator to contribute your organizational talents in a vibrant environment where your skills will directly impact our success!
Pay: $22.00 - $28.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $22 - $28