Description:
At milk + honey, we are redefining the medSPA experience with a commitment to personalized self-care in a tranquil, luxurious environment. Our expert team of providers is dedicated to guiding patients safely and gently towards their skincare goals. We take a holistic approach to understanding our patients' concerns, from fine lines to acne or pigmentation. Our treatments are meticulously designed to provide timeless, natural-looking results. With our unique blend of spa services and advanced medical aesthetics, we offer the ultimate destination where relaxation meets results.
Why Choose milk + honey?
Celebrating our commitment to excellence, milk + honey stands out with a people-first culture that truly emphasizes well-being. We foster a collaborative environment where every team member is valued and empowered. We're not your typical medical spa—our locations are thoughtfully designed as tranquil escapes, seamlessly blending advanced medical aesthetic services with a calming, rejuvenating environment.
What We’re Looking For:
- Passionate about the medical aesthetics industry, with a strong understanding of aesthetic treatments.
- Warm and cheerful, with a true passion for providing a welcoming and memorable patient experience from the very first interaction.
- Excited about supporting a growing vertical within the company; ability to provide insights and monitor overall medSPA goals
- Energetic and people-focused, with the ability to foster a nurturing and inviting atmosphere for our patients.
- Exceptional communication and interpersonal skills.
- Highly organized and detail-oriented, with a commitment to efficiency.
- Committed to upholding milk + honey’s core values in all aspects of the role.
Position Overview:
The medSPA Coordinator serves as the ‘Face of medSPA at milk + honey, actively promoting medSPA services and our expert medical providers while fulfilling key responsibilities of the Concierge role; this can be a hybrid role with the Concierge in some locations. This role delivers exceptional guest experiences while managing scheduling, check-ins/check-outs, and patient outreach. Your in-depth knowledge of medSPA offerings and a commitment to high-quality care will be instrumental in driving the growth and success of medSPA.
Key Responsibilities:
Schedule Management:
- Oversee and manage scheduling, confirmations, and verify all medSPA bookings for accuracy and adhere to scheduling protocols to maximize provider efficiency, making adjustments as needed.
- Ensure all HHE’s are up to date for each patient and add as needed to maintain compliance.
- Proficient in utilizing Zenoti, Alle, and Aspire systems to manage patient information, appointments, and rewards programs effectively.
- Pull Aspire + Alle points for patients prior to their service and ensure they are properly notated in their appointment notes for providers to use during treatments.
- Build and maintain strong patient relationships to enhance the overall experience.
Provider Relationship:
- Review schedule at the start of each day with the medical provider(s).
- Attend weekly meetings with the medSPA Team (GM and medical providers) to review successes, address challenges, and gather feedback.
- Foster strong relationships with providers, supporting their schedules and workflow to maximize efficiency and patient satisfaction.
- On occasion, collaborate with providers in creating content for marketing content for use across all platforms.
Support Revenue Generation and Outreach Strategies
- Partner with medSPA Provider(s) to pull guest outreach lists; leverage the KPI sheet, treatment seasonality, and utilize Alle and Aspire data to identify the best candidates for outreach.
- Execute these targeted guest outreach strategies, including consultations and rebooking efforts, to effectively fill and optimize medSPA provider schedules.
Team Education
- "Lead by example" by coaching location teams on all medSPA services, offerings, and scheduling procedures to ensure they are equipped to provide excellent support. Empower staff to confidently handle guest interactions and maintain high service standards when it comes to medSPA.
- Actively participate in daily AM/PM huddles to share medSPA updates and important information.
- Support the Reservations Team with scheduling medSPA appointments, answering guest questions, and clarifying details about treatments or services, if needed.
Administrative:
- Coordinate all paperwork and documentation for patient consultations and treatment appointments, ensuring everything is completed accurately before the scheduled appointment date/time.
- Always record accurate and detailed notes for all patient appointments and profiles, ensuring compliance with HIPAA and privacy regulations.
- Ensure seamless administrative operations by maintaining accurate records and documentation for each patient visit.
- Responsible for checking accuracy of invoices and managing daily and monthly goal tracking.
- Understand and follow emergency protocols and comply with all medSPA policies and procedures, ensuring the highest standards of guest safety and confidentiality are met.
Requirements:
- Be available to work nights, weekends and some holidays
- Must adhere to all policies and procedures expected of milk + honey Partisans
- Must adhere to any and all protocol changes issued by management
- Ability to sustain reasonable physical activity for the duration of a scheduled shift
- Ability to hear so as to effectively understand customer’s needs
- Ability to lift up to 25lbs
