Front Office Manager

As the first point of contact for Plastic Surgery Center, the Front Office Patient Concierge plays a pivotal role in shaping the patient experience. This position goes far beyond traditional administrative duties; every interaction should reflect the warmth, discretion, and elevated service of a luxury, boutique medical practice. The ideal candidate embodies professionalism, anticipates needs, and delivers a level of service comparable to a five‑star hospitality environment.

The Front Office Patient Concierge is responsible for creating an exceptional, memorable patient journey from the first point of contact through every touchpoint of care. This role requires a blend of hospitality, administrative excellence, emotional intelligence, and operational precision—ensuring the practice runs smoothly while delivering an elevated experience.

• Serve as the welcoming face and voice of the practice, ensuring every patient feels recognized, valued, and cared for.
• Maintain a polished, calm, and attentive presence, consistent with a high‑end aesthetic environment.
• Manage check‑in and check‑out processes with efficiency and warmth.
• Handle all incoming calls, emails, and digital inquiries with promptness, accuracy, and a concierge‑level tone.
• Uphold strict confidentiality and professionalism in all patient interactions.
• Schedule consultations, pre‑operative appointments, post‑operative visits, and follow‑ups with precision and attention to timing.
• Confirm appointments and ensure patients receive clear, proactive communication before and after their visit.
• Maintain an organized, efficient daily schedule that supports both patient experience and clinical workflow.
• Anticipate potential bottlenecks and adjust scheduling to maintain a seamless flow throughout the day.

• Accurately enter and update patient information in the electronic medical record system.
• Ensure all documentation is complete, timely, and compliant with privacy standards.
• Prepare charts, upload documents, and maintain digital organization across platforms.
• Demonstrate comfort with technology and the ability to quickly learn new software tools used by the practice.
• Support financial workflows including invoicing, payment collection, and reconciliation of patient transactions.
• Utilize Quick Books for basic financial tasks such as payment tracking and reporting.
• Maintain accuracy and attention to detail in all financial entries and administrative processes.
• Assist with preparing estimates, processing payments, and coordinating patient financing when applicable.
• Work closely with the surgeons and clinical team to ensure a cohesive, supportive environment.
• Communicate proactively about patient needs, scheduling changes, and operational updates.
• Step in to assist with tasks outside the traditional front desk scope when needed—this is a small, high‑performing team where flexibility is essential.
• Maintain a solution‑oriented mindset and anticipate needs before they arise.

Required

• Prior experience in a medical, aesthetic, hospitality, or luxury service environment.
• Strong communication skills with a polished, professional demeanor.
• High attention to detail and accuracy in data entry and scheduling.
• Comfort with EMR systems and digital communication tools.
• Reliability, discretion, and the ability to maintain composure in a fast‑paced setting.

Preferred

• Experience in plastic surgery, dermatology, or high‑end medical practice.
• Familiarity with Quick Books or similar financial software.
• A natural ability to create a warm, welcoming environment while maintaining efficiency.
• A proactive, anticipatory approach to supporting both patients and colleagues.