Medical Assistant - Client Support

Department: Administrative

Employment Type: Full Time

Location: San Jose- Willow Glen

Description

What You Will Do

• Provide exceptional client care and customer service in every interaction.
• Answer and manage a high volume of inbound phone calls.
• Schedule, reschedule, confirm, and cancel appointments.
• Greet clients, complete registration processes, and facilitate check-in and check-out procedures.
• Accurately process client transactions and maintain financial accountability.
• Actively promote SkinSpirit treatments, services, skincare products, programs, and promotions.
• Rebook appointments and recommend follow-up services as directed by providers.
• Provide accurate and timely responses to client questions and requests.
• Perform opening and closing duties for the clinic.
• Maintain confidentiality of client information in accordance with company policies and applicable regulations.

• Prepare clients for consultations and treatments, including intake, chart preparation, treatment setup, and pre- and post-care instructions.
• Support providers during treatments and procedures as needed.
• Ensure all required charting, documentation, and consent forms are completed accurately.
• Prepare treatment rooms, equipment, and supplies for daily operations.
• Clean, sterilize, and maintain instruments and equipment according to established protocols.
• Maintain organized, fully stocked treatment rooms and clinical workspaces.
• Assist in managing inventory and ordering medical supplies when needed.
• Support clinic efficiency by facilitating timely and orderly client flow throughout the day.

• Attend required trainings, meetings, and continuing education opportunities.
• Develop and maintain knowledge of SkinSpirit services, treatments, medical-grade skincare products, and promotions.
• Assist with social media content and clinic initiatives as directed by Clinic Management or Providers.
• Efficiently perform administrative tasks, including filing, scanning, mailing, and document management.
• Travel to other clinic locations for training or business needs as required.
• Support special projects and perform other duties as assigned

What You Will Bring

• High School Diploma or GED required; Associate's degree preferred.
• 1+ years of customer service, hospitality, retail sales, medical office, or aesthetic industry experience required.
• Medical Assistant experience preferred.
•  Experience in a medical spa, dermatology, plastic surgery, aesthetics, or healthcare setting preferred.
• Strong customer service and relationship-building skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to multitask and effectively prioritize in a fast-paced environment.
• Strong attention to detail and organizational skills.
• Ability to work independently and collaboratively within a team environment.
• Proficiency with Microsoft Outlook, Word, Excel, and other business software.
• Ability to quickly learn new systems and technologies.
• Experience with Zenoti or other scheduling/POS systems preferred.
• Knowledge of cosmetic procedures, skincare products, and aesthetic services preferred.
• Demonstrates professionalism, sound judgment, integrity, and accountability.
• Availability to work a combination of weekdays, evenings, weekends, opening, and closing shifts.
• Social media experience is a plus

• Prolonged periods of: 
  • Standing, walking, bending, and stooping.
  • Sitting and working on a computer.
  • Using hands and arms to handle, feel, reach, and manipulate equipment and supplies.
  • Repetitive movements.
  • Talking and hearing
• Occasional periods of: 
  • Kneeling, crouching, crawling, climbing, or balancing.
  • Reaching with hands and arms.
  • Pushing, pulling, lifting, and moving supplies and equipment.
  • Lifting up to 30 pounds

Benefits