Front Office Patient Ambassador (Receptionist)

Position Summary: Illuminate Plastic Surgery is one of the Bay Area's premier plastic surgery, medspa and aesthetic wellness practices, with locations across Palo Alto, San Jose and Morgan Hill. Led by a team of board-certified surgeons and award-winning aesthetic providers — and recognized as one of the best in Silicon Valley — Illuminate offers world-class surgical and non-surgical care spanning plastic surgery, injectables, laser treatments, aesthetician services, and wellness programs. Our mission is simple: to help every patient shine brighter than ever before. As we continue to grow across multiple facilities, we are looking for a driven, detail-oriented Facilities Manager to help us maintain the exceptional standard our patients and team expect.

The Front Office Ambassador is the first point of contact for patients, responsible for creating a welcoming atmosphere and ensuring smooth operations in the clinic. This role focuses primarily on patient check-in, appointment scheduling, and maintaining a positive patient experience. Additionally, the Front Office Ambassador assists with patient communications, ensures accurate chart data, and helps with inventory tracking.

Essential Duties and Responsibilities:
Patient Check-In:
Greet patients warmly upon arrival
Check in patients for their appointments in the Electronic Medical Record (EMR) system (PatientNOW)
Confirm and update patient information in the system
Collect required consents and ensure they are signed
Notify clinical staff of patient arrival and offer beverages as appropriate
Assign and sign consent forms as required
Scheduling & Patient Communication:
Schedule follow-up appointments or new consultations as needed
Monitor patient wait times and offer reassurance if necessary
Call patients who are more than 5 minutes late to confirm their arrival
Ensure the patient portal is completed for each visit
Telephone Support:
Answer overflow calls when the call center is unavailable
Direct calls to the appropriate departments or individuals
Maintain a friendly and professional phone demeanor
Waiting Room Management:
Monitor the waiting room to ensure patients are comfortable.

Keep the waiting area clean and organized.

Additional Tasks:
Assist with inventory management of non-injectables (daily, weekly, or monthly)
Complete confirmation calls the day before and the morning of patient appointments
Print and scan superbills and assist with uploading surgery charts (temporary)
Take initiative to resolve issues related to front-office tasks independently
Qualifications:
Education and Experience
High school graduate or equivalent
2+ years in similar public-facing role, preferably in aesthetic or medical setting
Technical Abilities
Ability to use computer with Windows Operating System for daily tasks, including Email and Microsoft Teams
Ability to use the following operational software:
Eleectronic Medical Record (PatientNOW)
Hybrent for Purchasing
TouchMD
Webex
Whale
Communication and Problem Solving
Possess a wide-ranging knowledge of aesthetic healthcare
Good problem solving and analytical skills
Excellent Communication skills
Empathetic with patient needs and concerns
Ability to multi-task
Well organized with attention to detail
Excellent time management skills
Take initiative to resolve issues independent of direct supervision
Patient Confidentiality
Discretion in handling diverse and challenging situations while adhering to patient privacy regulations
Aesthetic Knowledge
A good understanding of all practice offerings.

The ability to credential each surgeon to a patient.

Availability
Reliable Transportation
Ability to reliably work 8:30 AM – 5:30AM daily with 1 hour lunch.

Immunizations and Tests
Annual TB Test
Tetanus vaccination
Annual Influenza vaccination
Hepatitis B vaccination or protective antibody levels must be confirmed through blood testing
Physical Demands:
Physical Requirements
Engage in mild to moderate walking, pushing, pulling, crouching, bending, stretching, and twisting.

Ability to carry up to 10 pounds.

Work Environment:
Environmental Hazards and Job Conditions
Exposure to
Hazardous chemicals. Minimum, Low
Infectious disease while in decontamination area and during all patient contact. Minimum, Low
Bloodborne pathogens. Minimum, Low
Personal Protective Equipment (PPE) required based on procedure.

Mask; must follow guidelines set by Santa Clara County Health Department.

Pay: $25.00 - $27.00 per hour
Benefits:
401(k)
Dental insurance
Employee discount
Health insurance
Paid time off
Vision insurance
Work Location: In person