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    Treatment Coordinator Assistant - West Hollywood, United States - Caliber Personnel

    Caliber Personnel
    Caliber Personnel West Hollywood, United States

    1 week ago

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    Description

    Job Description

    Job Description

    The main objective of the Treatment Coordinator Assistant Non Surgical (TCA-NS) is to complete all administrative tasks for the Treatment Coordinator and keep the patients on their treatment course as directed by the Treatment Coordinators. The TCA-NS will be assigned to a specific Treatment Coordinator.


    SCOPE OF POSITION


    The TCA-NS's responsibilities involve a combination of administrative tasks, patient communication, and collaboration with the sales and medical team. Among other functions, the TCA-NS assists in the coordination of treatment plans, follows up with patients, and ensures the highest level of patient satisfaction.


    KEY JOB RESPONSIBILITIES


    Daily Tasks:

    • Update the master list with the previous day's patients and associated reminders related to treatment plans
    • Set patient reminders in accordance with instructions
    • Send out treatment plans and ensure complete quotes
    • BCC all treatment plans to relevant TC and TCA-NS team members
    • Create task reminders for same-day treatment patients
    • Conduct follow-up calls for patients after consultations to address questions and confirm understanding of treatment plans to the best of TCA-NS ability
    • Document call details in the master list and Salesforce
    • Create and update medical records in the EMR as required on the same day as client visit or treatment

    Patient Coordination and Follow-Up:

    • Follow-up with patients to ensure accurate booking of procedures and treatments
    • Maintain accurate and up-to-date patient data
    • Collect payments from patients for treatments when TC is unavailable
    • Assist the TC in maintaining clinic and patient flow
    • Collaborate with the TCA-NS team to set up reminders for appointments and follow-ups
    • Send comprehensive treatment quotes to the patient as directed by Dr and the treatment coordinator, ensuring all required information is included
    • Send treatment plans, make phone calls, and send follow-up emails and specified intervals
    • Set reminders for patient return visits
    • Escalate unresponsive cases to call center for further follow up
    • Address questions, offer post-treatment care guidance, and conduct post treatment check-ins
    • Coordinate with skincare department for post-procedure care
    • Communicate with the Medical Assistants regarding procedures scheduled


    Quality Assurance and Patient Relations:

    • Foster effective communication and collaboration with your assigned Treatment Coordinators, Doctor, and other staff members to ensure a cohesive and patient-centric approach.
    • Build and maintain strong relationships with patients, ensuring their needs are met and their expectations are exceeded throughout their treatment journey.
    • Conduct post-procedure calls to assess patients experience
    • Initiate reviews and gather patient feedback
    • Address patient concerns and coordinate with TC
    • Collaborate closely with your assigned Treatment Coordinator to ensure seamless coordination of treatment plans, scheduling, and follow-up care.


    Additional Requirements:

    • Good communication, interpersonal, and relationship-building abilities.
    • Proficiency in using CRM systems and sales performance tracking tools.
    • Strong computer skills
    • Excellent and multitasking and organizational skills
    • Strong interpersonal skills and ability to build patient rapport
    • Prior experience in a medical or aesthetic practice a plus
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