Front & Back Office Assistant

Job Description

Job Description

Description:

Position Summary

The Front & Back Office Assistant is responsible for providing exceptional patient service while supporting both administrative and clinical operations. This position serves as a vital link between the front office and medical staff by assisting with patient scheduling, registration, communication, clinical support, cosmetic procedures, and overall office operations. The Front and Back Office Assistant helps ensure efficient workflow, high-quality patient care, regulatory compliance, and a positive patient experience across all Peak Dermatology locations.

General Responsibilities:

• Maintain confidentiality of patient medical, personal, and financial information in accordance with HIPAA and Company policies.
• Follow established policies, procedures, and compliance requirements.
• Monitor inventory levels and recommend adjustments based on usage trends.
• Work collaboratively with providers and staff to promote efficient patient care and office operations.
• Support team objectives and communicate important information effectively.
• Maintain a positive, professional attitude while providing exceptional customer service.
• Perform other duties as assigned.

Front Office Responsibilities:

• Greet and assist patients in a friendly, professional manner.
• Schedule appointments for all Peak Dermatology locations.
• Answer incoming telephone calls and direct inquiries appropriately.
• Process incoming faxes and patient communications.
• Schedule referrals and coordinate specialty appointments.
• Process and follow up on prior authorizations.
• Optimize patient satisfaction and provider efficiency through effective scheduling.
• Ensure treatment information, patient forms, and documentation are accurately entered into patient charts in a timely manner.
• Collect co-payments, cosmetic payments, product purchases, and outstanding patient balances.
• Maintain office supply inventory and coordinate replenishment of necessary materials.
• Schedule provider lunches and order food for meetings and events.
• Assist with administrative projects and support office operations as needed.
• Travel to other Peak Dermatology locations when required.

Clinical and Medical Assistant Responsibilities:

• Prepare patients for examinations by collecting and updating medical histories, medications, allergies, and other pertinent information.
• Ensure required quality measures and patient documentation are completed at each visit.
• Room patients efficiently and accurately document information in the electronic medical record.
• Assist physicians, physician assistants, and nurse practitioners during examinations and procedures.
• Assist with biopsies, excisions, Mohs surgery, and other dermatologic procedures.
• Provide patient education, treatment instructions, and follow-up care information.
• Perform blood draws, IV administration, and other clinical tasks within scope of training and Company policy.
• Assist with triage calls and patient clinical questions as directed.
• Ensure biopsies are properly documented, tracked, and submitted to laboratories.
• Maintain examination rooms, treatment rooms, and procedure areas in a clean, organized, and stocked condition.
• Prepare syringes, medication packets, and procedure supplies as directed.
• Follow infection control, OSHA, and safety standards, including proper handling and disposal of biohazardous materials.

Cosmetic and Specialty Procedure Responsibilities:

Perform cosmetic and aesthetic treatments as trained and authorized, including:

• Photodynamic Therapy (PDT)
• Laser Hair Removal
• IPL Treatments
• Morpheus8
• Salt Facial Treatments
• Dermaplaning
• Microneedling
• Microdermabrasion
• Chemical Peels
• TEDS Treatments
• Lymphatic Massages
• Document cosmetic treatments accurately in patient records.
• Provide appropriate post-procedure instructions and patient education.
• Assist providers with cosmetic procedures, including:
• Body Tite
• Face Tite
• Liposuction
• Morpheus Treatments
• Dermal Fillers and Neurotoxin Injections
• Ensure before-and-after photographs are obtained and documented for cosmetic and weight-loss patients.
• Review upcoming schedules and prepare supplies, medications, and treatment rooms accordingly.
• Maintain cosmetic, weight-loss, and photodynamic therapy inventory and supplies.

Requirements:

Qualifications:

• High school diploma or equivalent required.
• Medical Assistant certification preferred.
• Dermatology, cosmetic, or medical office experience preferred.
• Strong customer service, communication, and organizational skills.
• Ability to multitask and work effectively in a fast-paced environment.
• Knowledge of electronic medical records and medical terminology preferred.
• Ability to travel between Company locations as needed.

Physical Requirements:

• Ability to stand, walk, bend, and sit for extended periods.
• Ability to lift and carry office and medical supplies as needed.
• Ability to assist patients and providers during examinations and procedures.
• Ability to use standard office equipment and clinical instruments safely and effectively.