Medical Secretary

Job Description

Job Description

We are seeking a friendly, organized, and detail-oriented Medical Administrative Assistant to join our front-office team. In this role, you will be the first point of contact for patients, managing administrative tasks to ensure smooth daily operations in our busy practice. This position is ideal for someone who thrives in a dynamic, patient-centered setting and has experience (or strong interest) in aesthetics, med spas, or weight loss/wellness clinics.

Key Responsibilities:

• Greet patients warmly upon arrival, check them in/out, and ensure a positive first impression in our upscale office environment.
• Answer multi-line phones, respond to inquiries, schedule and reschedule appointments (including consultations, follow-ups, and treatment sessions), and manage patient communications via phone, email, text, and patient portal.
  
• Maintain accurate electronic health records (EHR), update patient information, and ensure HIPAA compliance at all times.
• Prepare patient charts, intake forms, and consents for aesthetic/weight loss consultations and treatments.
• Coordinate with providers (physicians, nurse practitioners, injectors) to optimize schedules and manage patient flow in a high-volume setting.
• Handle inventory tracking for office supplies and some treatment-related items (e.g., promotional materials).
  
• Contribute to a team-oriented atmosphere by supporting marketing efforts, such as following up on leads or promoting seasonal promotions.
• Keep the reception area clean, organized, and welcoming.

Qualifications & Requirements:

• High school diploma or equivalent required
• 1–2+ years of experience in a medical office, preferably in aesthetics, med spa, dermatology, plastic surgery, weight loss clinic, or wellness setting.
• Strong customer service skills with a professional, upbeat demeanor—patients often seek confidence-boosting services, so empathy and positivity are key.
• Proficiency with EHR systems (e.g., Athenahealth, Nextech, or similar), Microsoft Office, and scheduling software.
• Excellent communication, multitasking, and organizational abilities in a fast-paced environment.
• Knowledge of medical terminology, insurance processes, and HIPAA regulations.
• Ability to handle sensitive topics (e.g., body image, weight management) with discretion and compassion.
• Reliable, punctual, and able to work flexible hours (including some evenings or Saturdays if the practice operates extended hours).
• Bonus: Experience with cosmetic/elective procedure sales support or patient financing options.

Why Join Our Team?

• Be part of a growing, rewarding field helping patients transform their lives through aesthetics and sustainable weight loss.
• Opportunities for growth, cross-training (e.g., into medical assisting roles), and continuing education.
• Employee perks including discounted treatments and a supportive, collaborative team.
• Competitive pay and benefits in a modern, patient-focused practice.

How to Apply: Please submit your resume and a brief cover letter explaining your interest in aesthetics/weight loss healthcare to [your email address] with the subject line "Medical Administrative Assistant Application – [Your Name]". We look forward to hearing from you!

We are an equal opportunity employer and value diversity in our practice.