Patient Experience & Front Desk Operations

• Greet, check in, and check out clients with warmth and professionalism, ensuring a premium, welcoming experience.
  
  
• Handle appointment scheduling, confirmations, reschedules, and cancellations through the Company’s systems (e.g., Boulevard, GoHighLevel).
  
  
• Respond promptly and accurately to client inquiries via phone, text, email, or online platforms.
  
  
• Provide information on treatments, products, memberships, and promotions, and educate clients on pre- and post-treatment care.
  
  
• Communicate potential upsell or cross-sell opportunities to clinical staff where appropriate.
  
  
• Serve as the central link between the front desk, clinical team, and other departments to ensure smooth operational flow, consistent communication, and unified client experience throughout the entire clinic.
  
  
• Host a weekly/bi-weekly team huddle to discuss KPIs, wins, upcoming goals, etc.
  
  
• Ensure a strong and coordinated sales process across all departments — clinical, administrative, and marketing — to effectively present, reinforce, and close treatment packages, memberships, and follow-up plans when appropriate.
  
  
• Maintain a clean, organized, and polished front desk and waiting area that meets clinical standards.
  
  
• Safeguard patient confidentiality and ensure accurate completion and storage of all intake forms and records.
  
  
• Verify deposits and intake form completion before client check-in.
  
  
• Maintain up-to-date knowledge of treatments, pricing, and policies to communicate confidently and accurately with clients.
  
  
• Answer all phone calls within three (3) rings, avoid placing callers on hold for more than sixty (60) seconds, and return voicemails within thirty (30) minutes during operating hours.
  
  
• Maintain a calm, friendly, and professional tone in all client interactions, ensuring confidentiality and discretion.
  
  

Operational Duties

• Prepare the facility for daily operations, including all opening and closing procedures.
  
  
• Support payment processing, daily reconciliation, and accurate record-keeping of transactions.
  
  
• Oversee cash-handling and reconciliation procedures, ensuring that all payments, deposits, and refunds comply with Company policies and financial controls.
  
  
• Monitor inventory levels for clinical and retail products; perform counts, track usage, and coordinate timely re-orders.
  
  
• Manage invoices, accounts payable tracking, and vendor coordination to ensure timely payments.
  
  
• Coordinate payroll preparation by reviewing and verifying time entries, commissions, and bonuses for accuracy prior to submission through Gusto or other Company systems.
  
  
• Communicate payroll-related updates or discrepancies to management or the finance team in a timely and confidential manner.
  
  
• Support the finance and leadership teams in reconciling vendor payments, payroll reports, and monthly operational expenses across locations to ensure compliance and budget alignment.
  
  
• Maintain up-to-date documentation of nurse licenses, certifications, and other compliance records.
  
  
• Manage the implementation of new services by coordinating research, contract execution, and system setup within Boulevard or other Company systems.
  
  
• Track and report weekly and monthly revenue performance to management.
  
  
• Ensure readiness of patient areas and clinical stations, including proper sanitation, sharps disposal, and supply stocking.
  
  
• Log into required systems at the start of each shift (Boulevard, GoHighLevel, Gmail, Slack) and send the morning readiness message on Slack.
  
  
• Complete all end-of-day closing tasks, including reminder texts to injectors, confirmation of next-day appointments, updating the sales sheet, and ensuring proper facility lock-up and power-down.
  
  
• Collaborate with management on staffing schedules, shift coverage, and resource planning to maintain smooth daily operations.
  
  
• Assist in vendor and service-provider contract administration, ensuring agreements are up-to-date, compliant, and aligned with Company legal and financial standards.
  
  
• Ensure compliance with all Company operational SOPs, safety guidelines, and data-security standards. Report any incidents, equipment issues, or compliance breaches promptly to management.
  
  
• Support cross-location operations by coordinating shared resources, calendars, and escalations between sites as directed by management.
  
  
• Serve as the on-site system administrator for all operational software (Boulevard, GoHighLevel, Slack, Gmail, etc.), including user setup, access manageme