OVERVIEW:

At Cyra Beauty, Health, and Laser Clinic, the Medical Aesthetics Receptionist is the heart of the clinic’s team. They will be primarily responsible for the coordination of both prospective and returning clients through telephone, in-person, and email interactions. They will be able to understand the wide range of services and specials that our clinic offers, and be able to answer client questions respectably and enthusiastically. By doing so, the Medical Aesthetics Receptionist will be able to expertly convert inquiries into consultations and treatment bookings. They will handle all aspects of customer service, including the sale of retail products. Full responsibilities are detailed below, with a competitive compensation package for the right candidate.

SKILLS REQUIRED:

• Outgoing – passionate about working with others.
• Excellent communication skills, including with clients and staff.
• Ability to work in a team environment.
• Hard-working and resourceful with effective problem-solving skills.
• Ability to follow instructions, processes, and adhere to company policies.
• Self-motivated and able to take initiative, holding self to a high standard.
• Excellent organizational skills, able to prioritize & follow through to completion of tasks efficiently and effectively.
• High level of helpfulness towards staff and clients.
• Ability to be flexible and adaptive.
• Optimism & a positive outlook; you are the first face that clients will see.
• General knowledge and use of computers and electronic devices.
• Fluent in English both spoken and written

QUALIFICATIONS & EXPERIENCE:

• 2+ years’ experience as a receptionist.
• At least 1 year working in a medical aesthetic (or related) clinic.
• Strong customer service background.
• Sales background.
• Knowledge of non-surgical cosmetic procedures.
• Proficiency in using EMR software
• Passion for the aesthetic industry and client care.
  Job Types: Full-time, Part-time
  Pay: $18.00-$20.00 per hour

Benefits:

• Company events
• Dental care
• Extended health care
• Flexible schedule
• Paid time off
• Store discount

Application question(s):

• Why do you want to work in a medical aesthetic clinic?

Education:

• Secondary School (preferred)

Experience:

• receptionist: 2 years (preferred)
• aesthetic clinic: 1 year (preferred)

Work Location: In perso

Product/Service Knowledge

• Participate in continuing education.
• Attend all mandatory trainings/meetings.
• Know all current offers and specials.
• Know and participate in clinic incentive contests.
• As a timeline, new receptionists should understand all clinic services (i.e., what they are, the processes, prices, and frequently asked questions) within the first month of employment

Employee Etiquette

• Timeliness – being prepared and ready to start a shift on time.
• Dressing appropriately - according to dress code, well-groomed, representative of an aesthetic clinic.
• Enthusiastic, compassionate, caring.

Customer Service

• Acknowledge, engage and welcome clients as they are entering the clinic (verbal or non-verbal acknowledgment if you are on the phone).
• Providing exceptional customer service with a respectful and compassionate attitude to all clients.
• Check in clients, ensure consent forms are filled, provide a credit card on file and updated client information, and help clients as needed.
• Check out clients efficiently, and effectively.
• Remind clients of what is happening in the clinic, providing information about promotions and sales.
• Assist in holiday sales like Black Friday and Christmas sales.
• Answer the phone promptly, with enthusiasm and care.
• Monitor the waiting room to ensure clients are taken back on time.
• Stay on top of staff schedule and timeliness.
• Be conscious of appointment time lengths when scheduling ensuring effective use of clinic rooms, and allowing time for rooms to be cleaned and prepared.
• Ensuring clinic waiting room, entryway, and restrooms are pristine, without clutter or uncleanliness.
• Answer inquiries via phone, email, social media, walk-ins.
• Educate clients about promotions, memberships, services and products as part of client retention strategies.
• Sell retail products to walk-ins and existing clients.
• Educating patients when and how to use each product, possible benefits, and reactions they may experience and what that means in their skin health journey.
• Team collaboration and credential teammates and introduce them to patients, ensuring they receive the best in class support they receive.

Clerical/Client Charts

• Prepare charts with appropriate consent forms and information for clients.
• Gather required client contact information and referral information such as Full Name, Phone, Email, DOB, Address, CC on file, and how they heard about us.

Product/Service Knowledge

• Participate in continuing education.
• Attend all mandatory trainings/meetings.
• Know all current offers and specials.
• Know and participate in clinic incentive contests.
• As a timeline, new receptionists should understand all clinic services (i.e., what they are, the processes, prices, and frequently asked questions) within the first month of employment.

Clinic Schedule/ Client Calls

• Scheduling clients for appointments (new or returning) over the phone or in the clinic.
• Calling clients for events and promotions.
• Respond to lead inquiries promptly from ad campaigns (i.e., inquiries over social media, walk-ins, phone, or email).
• Managing email lists – sending out promotional emails and newsletters, and responding to email queries.
• Coordinate client messages to appropriate providers.
• Supporting with taking payments.
• Facilitating financial transactions, through full payment or financing options, in person, online or over the phone across multiple payment types (ie, cash, debit, credit)
• Handling client’s inquiries and resolving issues promptly and professionally.
• Providing feedback on marketing materials and strategies to enhance outreach efforts.
• Participating in the team meetings to share insights and strategies for improving sales performance

Facility

• Clean desk and waiting area (dust, arrange brochures, arrange skin care.
• Stock retail shelves and control inventory.
• Abide by client confidentiality requirements.
• Stock desk with supplies.
• Support with cleaning (vacuum, mop, wipe counters, garbage, etc.) and stocking treatment rooms (gauze, syringes, etc).
• Ensure garbage is only thrown out in the designated area.

Supporting Providers

• Bringing clients into treatment rooms when the provider needs support or is behind schedule.
• Prepping charts and clients for appointments (before and after photos, numbing, charting. consent forms).
• Checking in on clients who have been waiting a while (i.e., conversing, ensuring they are comfortable, offering water, etc).

Daily Cash Drawer

• Manage daily cash drawer.
• Match day end reports.
• Daily cash deposits.