Since 2001 SpaDerma has been Chicago's leading medical spa providing Cosmetic Injectables, Laser Hair Removal and Advanced Skincare. Our team of skilled Aestheticians and Injectors provide effective treatments using the most advanced technology available. We pride ourselves in being an approachable and affordable brand where employee empowerment and patient satisfaction are the focal point.
SpaDerma was named the #1 Skinpen and #1 Hydrafacial account in 2022 and 2023 and continues to be amongst the top accounts with vendors nationwide. With over 130 employees and 5 spa locations we’re looking to continue to build our team!
The Practice Support Administrator is responsible for supporting patients and providers within the spa locations. This position requires a candidate that excels in providing a five star approach to customer service and patient experience. The focus is patient interaction in regards to greeting, checking out, reviewing patient accounts, closing sales, and consulting on treatments and products. An advanced knowledge of our services and offerings is ideal but training will be available. In addition, our team of providers made up of Cosmetic Injectors and Aestheticians/Laser Specialists require assistance with scheduling, patient communication, and assisting in treatment room maintenance.
If you have a passion for the aesthetic or beauty industry we want to hear from you. This is a great entry level opportunity to work with an ever-growing company and gain exposure to the medical esthetics field. The ideal candidates are looking for a positive, fast-paced culture where attention to detail and customer service are key.
The schedule requirements are nights and weekends with flexibility to accommodate changes to scheduling on a monthly basis. This is a full time position with 36-40 hours a week.
Job Responsibilities:
- Greeting patients while following provided customer service and etiquette training
- Utilizing booking software to accurately check in patients, ring through treatments, close sales orders, schedule appointments and track sales
- Completing daily auditing reports for scheduling, transactions, device availability, etc
- Effectively close sales for packages, retail and memberships
- Maintaining a clean and sanitized practice area which includes laundry and minor cleaning duties
- Assisting inventory and ordering; retail, professional backbar and medical supplies
- Resolving customer concerns in a timely and effective manner
- Following up with patients in regards to account balances, appointments, and treatment concerns via phone, email and text
- Learning, retaining, and promoting treatment information to current and potential patients
- Attend and participate in company events and promotional functions in the practice and offsite
- Following all company protocols and procedures with the highest regard for professionalism and confidentiality
- Instruct patients on pre and post-care treatment precautions
- Managing weekly assigned administrative tasks to support the business as needed
- Attending team meetings, product and device training, sales coaching, and performance reviews
- Reviewing patient account and billing, memberships, packages, and transactions
- Inputting e-commerce sales orders daily
- Responsible for appointment scheduling, confirmations, bill pay, and patient consent forms
- Managing promotional items and in spa displays while assisting the Marketing team
- Responsible for accurate patient record keeping while following HIPAA/OSHA regulations and business protocols
- Assisting providers and management as needed
