Cosmetic Center Services Coordinator-NRV

Accountable for performing the core job responsibilities (patient registration, patient scheduling, phones, patient check in process, patient check out process, and medical record maintenance) in addition to basic front office workflow functions vital to the effective and efficient functioning of the Cosmetic Center. Performs additional functions related to front office operations to meet specific needs of the Cosmetic Center. Serves as a resource person for patient, physician, office staff, various facilities, service lines, and outside agencies utilizing effective communication, courtesy, confidentiality and professionalism in all interactions.

• Prioritizes and performs clerical duties to maintain basic front office workflow functions as applicable to the worksite: greets, screens, and provides service to clients, vendors, patients, and visitors; processes mail, faxes and other documents; maintains multi-line phone system.
• Follows protocols for scheduling and registration process. Conducts extensive phone triage to ensure patients are scheduled appropriately for all service lines. Selects and schedules correct appointment time slots for surgical consults as well as esthetician services. Checks in and checks out patients in EPIC. Utilizes Patient Now software to check patients in and out and purchasing products.
• Maintains extensive knowledge of all surgical procedures and esthetic services as well as product lines. Answers questions and provides information on sales, specials, and products as required.
• Assists with Marketing efforts. Attends and assists with special events and open houses.Tracks marketing ROI through Patient Now and customer surveys.
• Checks website email, answering questions and scheduling consults as requested.
• Maintains upstairs family room/fridge temp break room to include ordering and maintaining food and supplies.
• Registration: Ensures all demographic information as well as the detailed registration process for Patient Now is attained and entered accurately and accordance with established procedures. Ensures patient signatures are obtained on all necessary documents.
• Maintains cash controls for the building. Collects self-pay amounts at time of service. Opens and closes the safe. Managing cash to include: balancing of cash drawer, sending deposits/maintaining deposit logs, credit card sales, product sales, gift card sales as well as refunds.
• Medical Records: Maintains thorough knowledge of electronic medical record systems for patient scheduling, registration, and reporting functions.
• Provides patients and visitors with directions to other facilities and offices as needed.
• Maintains strictest confidentiality, adheres to and attains established quality standards in all responsibilities and accountabilities.

Education: High school diploma or GED required. Associate Degree or continued administrative education preferred.

Experience: 2 years experience in a highly customer-centered environment required. Prior experience in a retail salon or spa setting preferred. Previous registration and/or medical insurance experience preferred.

Other Minimum Qualifications: Must be customer driven, have strong grammar, spelling and punctuation skills, knowledge of medical terminology, knowledge of office procedures and equipment, proficiency in computer data entry/keyboarding, ability to use electronic medical records and good organizational, communication, and interpersonal skills. Knowledge of Microsoft software applications preferred (Word, Excel).

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Headquartered in Roanoke, Va., you will find a robust system of award winning hospitals, Level 1 and 3 trauma centers, Level 3 NICU, Institute of Orthopedics and Neurosciences, multi-specialty physician practices, and The Virginia Tech Carilion School of Medicine and Research Institute.

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