Job Description

Cosmetic Clinic Reception/Admin

Overview

We are seeking a professional, organized, and detail-oriented Cosmetic Clinic Reception/Admin to join our healthcare team. The ideal candidate will serve as the first point of contact for patients, manage a variety of administrative tasks, and support clinical operations. This role requires excellent communication skills, strong familiarity with medical office procedures, and proficiency in electronic health record (EHR/EMR) systems and clinic CRM platforms. Prior experience in a medical, dental, or cosmetic clinic setting is highly preferred. The position offers an opportunity to work in a dynamic environment dedicated to patient care and aesthetic treatments.

Responsibilities

Greet patients warmly and provide exceptional front desk customer service as the face of the clinic. Manage all patient communications across multiple channels, including professional phone calls, prompt email correspondence, and real-time text messaging. Schedule and manage appointments using EMR/EHR systems and clinic software such as Telus Health, JaneApp, Zenoti, Milano. Manage patient check-in and check-out processes efficiently, ensuring a seamless experience from arrival to departure. Collect payments, handle point-of-sale transactions, and process billing. Maintain accurate medical records and ensure strict compliance with HIPAA/PIPA and applicable privacy regulations. Review documentation for completeness and accuracy in health information management systems such as Telus Health. Utilize CRM/clinic management systems (e.g., Milano, JaneApp, Zenoti) for patient profiles, treatment histories, memberships, and automated marketing or recall reminders. Handle multi-line phone systems with professional etiquette, managing appointment reminders, follow-up calls, and detailed patient inquiries. Assist with intake procedures, including collecting patient information, digital consent forms, and updating electronic health records. Support general administrative tasks such as filing, scanning, data entry, inventory tracking, and maintaining clinic supplies. Coordinate with clinical staff to support smooth clinic operations, efficient patient flow, and timely room turnover.
Qualifications

Prior experience in a medical, dental, or cosmetic/aesthetic clinic setting is highly preferred. Demonstrated proficiency with EMR/EHR systems such as Telus Health, JaneApp, Zenoti, Milano. Proven experience in customer service, specifically managing high-volume patient communications via phone, email, and text messaging platforms. Familiarity with HIPAA/PIPA regulations, privacy laws, and health information management standards. Strong computer skills, including Microsoft Office Suite (Word, Excel), accurate typing. Excellent verbal and written communication skills with professional phone etiquette; bilingual abilities are a strong asset. Ability to handle sensitive patient information discreetly and maintain strict confidentiality. Strong organizational skills, accuracy in data entry, and attention to detail for documentation review and administrative support. Experience working in a healthcare environment involving medical terminology, care plans, or hospital/clinic experience is advantageous.
Job Type: Full-time

Pay: From $23.00 per hour

Expected hours: 40 per week

Work Location: In person