Front Office Representative - Facial Plastic Surgery - Memorial Villages

Job Description

Job Description

Front Desk Coordinator – Facial Plastics
Prestigious Plastic Surgery practice seeking a highly organized, personable, and detail-oriented Front Desk Coordinator to join our Facial Plastics team. This role is essential in delivering an exceptional patient concierge experience while managing scheduling, communications, and administrative responsibilities in a fast-paced medical office.

Position Overview
The Front Desk Coordinator serves as the first point of contact for patients and plays a key role in ensuring smooth daily operations. This individual will manage patient scheduling, handle inquiries, support pre- and post-operative processes, and maintain accurate records while providing outstanding customer service.

Key Responsibilities
Patient Communication & Scheduling
• Answer incoming calls promptly (within 3 rings) and respond to voicemails and emails in a timely manner
• Schedule consultations, procedures, and follow-up appointments appropriately
• Manage online appointment requests and patient inquiries
• Follow up with prospective patients and those who missed or canceled appointments
• Maintain ongoing communication with cosmetic patients to build relationships and encourage retention

Patient Check-In & Check-Out
• Greet and check in patients, ensuring all information is accurate and complete
• Review account balances and collect payments as needed
• Coordinate patient check-out, including scheduling follow-ups and collecting payments for services
• Assist with sending review requests for post-operative patients

Administrative & Clinical Support
• Create and maintain patient records in the electronic medical system
• Review patient history and previous visit notes to ensure proper appointment scheduling
• Audit schedules daily to ensure accuracy, efficiency, and proper appointment timing
• Maintain and organize documentation, including surgical proposals, photos, and consent forms, while staying HIPPA compliant
• Print and organize patient photos for surgical cases

Pre-Operative Coordination
• Collect remaining balances for cosmetic procedures
• Ensure all required documentation, photos, and consents are completed and properly filed
• Confirm post-operative appointments are scheduled

Patient Experience & Relationship Building
• Provide a welcoming, professional, and personalized high-level concierge experience for every patient
• Educate patients on services, procedures, and provider expertise
• Maintain clear communication regarding delays or schedule changes
• Build rapport with patients to create a positive, lasting impression

Operational Excellence
• Monitor and adjust schedules to optimize efficiency and accommodate surgeries
• Track and follow up on patient quotes and treatment plans
• Maintain organized records and ensure all documentation is properly scanned and filed
• Perform end-of-day audits to ensure readiness for the following day

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Qualifications
• Previous front desk, medical office, or customer service experience preferred – experience in Facial Plastic surgery is a plus
• Strong communication and interpersonal skills
• Excellent organizational skills and attention to detail
• Ability to multitask and adapt in a fast-paced environment
• Experience with electronic medical records (EMR) systems preferred
• Professional, polished, and patient-focused demeanor

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Ideal Candidate
You are proactive, detail-oriented, and thrive in a patient-focused environment. You enjoy building relationships, staying organized, and being a key part of a team that delivers high-quality care and an exceptional patient experience.

AAP/EEO Statement
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at will be based on qualifications and job-related abilities. We do not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, ancestry, sexual orientation, marital status, gender identity or any other characteristic protected by law. We will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in undue hardship.

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