Office Manager and Patient Care Coordinator Position
(COSMETIC SURGERY / MED SPA)
Rapidly growing NEW cosmetic surgery office looking for high-energy, well-organized, and CUSTOMER-ORIENTED individual to join a newly established practice in the Dallas, TX area. Our office is focused on elective, cash-based cosmetic surgery and medspa services that empower patients and restore their confidence and inner beauty. Your roll will be as the primary liaison between the surgeon and patient and the person who ensures each patient has an elite, concierge plastic surgery experience.
Duties will include:
PCC
- Lead tracking & follow-up of all new inquiries (phone calls, emails, etc)
- Conversion of leads to in-person or virtual appointments with our surgeon
- Building and providing estimates/invoices to patients for surgical and non-surgical services
- Driving conversion rates of new consults to financially committed surgical patients by promoting surgeon and surgical results
- Aiding patients with financing options for procedures
- Scheduling surgical dates and submitting all required paperwork to local ambulatory surgical centers, anesthesia providers, vendors, and first assists
- Coordinating and reviewing all preoperative clearances necessary for the patient to safely undergo surgery
- Summarizing templated pre- and post-op instructions with patients and serving as their primary source for questions/answers related to surgical and non-surgical treatments
- Solicitation of testimonials and referrals from happy patients
Office Manager
- Compassionate, patient-centered management of unsatisfied patients
- Being available outside of normal business hours to address urgent/emergent patient needs
- Assisting with social media/marketing efforts as needed
- Bedside assistance during clinic days in-office with new consults, in-office procedures, or wound care
- Oversee and manage practice staff as their primary point of contact. This includes overseeing PTO and employee schedule, suggesting updates to employee manual, reviewing daily processes and protocols.
- Oversee hiring and training/onboarding of new practice staff, including personnel file updates.
- Conduct regular staff meetings.
- Oversee facility management contracts
- Oversee facility IT.
- Assist in ongoing management of the insurance reimbursement process
- Oversee practice marketing
- Ensure providers’ files are up to date: (1) licensure, (2) hospital privileges, (3) malpractice insurance, (4) managed care plan credentials, (5)CME, and (6) membership/accreditation by necessary entities
- Attend continuing education courses regularly and as requested
- Perform all other relevant and appropriate tasks as requested by the surgeon
The ideal candidate would have the following:
- We are committed to fostering an inclusive and diverse work environment. We seek a manager who is LGBTQ+ friendly, embracing and supporting all team members and patients with respect, compassion and understanding.
- Strong SALES, MARKETING, and CUSTOMER SERVICE background
- PASSION for aesthetic plastic surgery, medspa services, and the beauty industry
- Basic Excel, Email and Word skills as well as experience with Consumer Relations Management software
- Financial meticulousness in providing accurate estimates/invoices and procuring payments
- Excellent organizational and scheduling abilities to coordinate surgical services for numerous procedures across several operating rooms in the DFW-Metroplex
- Pro-active, self-driven individual with a GROWTH mindset for themselves and the organization
- Ability to caringly guide patients of all shapes, sizes, and backgrounds through the decision-making process of undergoing elective aesthetic surgery
- Flexibility to work in-office and remotely during the week, with occasional nights/weekends as necessary
- Bilingual in Spanish a plus, but not required
- Desire to become a long-term employee that grows with our company
- Must be willing to commute to our second office location in Plano 1-2 times weekly
- PHENOMENAL people skills is REQUIRED.
- You will work one on one with our surgeon to learn the basics of appropriate patient counseling for each procedure. Additionally, it is expected you do as much homework as possible (Wikipedia, Youtube, etc) to educate yourself on the full gamut of aesthetic surgery procedures as well as their risks, benefits, alternatives, and complications.
- Willingness to do social media and drive grassroots marketing efforts through B2B referrals and community outreach
- Meticulous management of admin workflows
Additional skills:
- Previous plastic surgery, dermatology, dentistry, ophthalmology, or surgical facility experience is ideal.
- 10+ years experience
- Experience processing insurance and managing aesthetic/medspa /cash pay
- History of growing a surgical practice AND medspa from the ground up
- Degree in administration, finance, accounting
- EMR experience
- Excellent knowledge of business/marketing KPIs
- Not above doing ALL jobs (clinical, administrative, marketing, sales, receptionist, janitorial, etc) until we’re off the ground
Benefits:
- Base salary + bonus on sales
- Monday-Friday 830A to 5P
- Discount treatments and services
- Paid vacation
- Opportunity to grow and become leadership within an up-and-coming Dallas plastic surgery office
- Optional health and dental insurance
Job Type: Full-time
Pay: $75,000.00 - $95,000.00 per year
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Opportunities for advancement
- Paid sick time
- Paid time off
- Paid training
Schedule:
- Extended hours
- Monday to Friday
- Weekends as needed
Education:
- High school or equivalent (Preferred)
Experience:
- Customer service: 1 year (Preferred)
Ability to Relocate:
- Southlake, TX 76092: Relocate before starting work (Required)
Work Location: In person
