Patient Relations Representative - Deep Blue Med Spa

Patient Service and Communication

• Maintain thorough knowledge of all DBMS treatments, procedures, injectable products, and current promotions.
• Communicate with guests using professionalism, friendliness, sophistication, and confidence.
• Maintain a professional appearance and appropriate business attire.
• Advise aesthetic patients of the cancellation policy.
• Ensure a welcoming, clean, and organized reception and waiting room environment.

Scheduling and Front Office Operations

• Open and close the office according to established procedures.
• Answer telephone calls courteously and efficiently.
• Schedule and manage appointments for all DBMS locations.
• Constantly monitor DBMS provider schedules.
• Confirm patient appointments and notify patients of required paperwork.
• Verify and update patient demographic information during scheduling and confirmation.
• Prepare the office for the next business day by printing superbills and creating new patient packets.
• Registration, Documentation, and Compliance
• Ensure all new patient online registrations, medical histories, and demographic information are completed in a timely manner prior to appointments.
• Obtain required insurance information and government-issued photo identification for all new spa consults, as applicable.
• Adhere to established protocols for patient identification and documentation.
• Ensure all new patient paperwork, including medical history, is completed and uploaded into the NexTech patient file.
• Comply with all HIPAA regulations.
• Adhere to all departmental processes and procedures, including Check-In/Check-Out protocols.

• Maintain knowledge of payment processes, including billing, packages, gift cards, and payment application.
• Adhere to money handling and cash protocols and procedures.
• Accurately post payments and complete necessary adjustments or corrections.
• Run daily financial reports for aesthetic providers (Charges by Input Date).
• Run payment, refund, and adjustment reports to complete the Daily Deposit.
• Process payments and maintainaccurate financial records.

• Register Alle loyalty program for patients, issue points, redeem coupons, enter bills, and process payments.
• Sell and promote DBMS retail products and services.
• Maintain and replenish retail inventory and shelves as needed.
• Ensure flawless execution of marketing promotions and enter all referral and discount code information into NexTech.

Inventory and Administrative Support

• Conduct and assist with weekly DBMS inventory counts and processing.
• Check in retail orders and report inNexTech.
• Assist the DBMS Director with administrative duties assigned.
• Maintain a clean, neat, organized, and properly stocked workstation.

Interdepartmental Coordination and Professional Development

• Serve as a liaison between all departments within NYPSG.
• Develop and maintain a full understanding of all NYPSG DBMS providers and physician preferences and procedures.
• Participate in departmental meetings, DBMS evening events, training sessions, and company-sponsored events.
• Support team building and organizational success through active engagement and collaboration.

• Ability to maintain professional composure and customer-focused demeanor at all times.
• Capacity to perform administrative, clerical, and front-desk duties for extended periods.
• Flexibility to work evenings, special events, and training sessions as .