Administrative Receptionist - Full Time

VACANCY: PATIENT EXPERIENCE AND RECEPTION COORDINATOR

Mave Medical Spa At Mave Medical Spa we are looking for a warm, organized, responsible, proactive person with excellent communication skills to join our team as Patient Experience and Reception Coordinator. This position goes far beyond traditional reception. We are looking for someone who can become one of the main connection points between our patients, the medical team, and the daily operation of the clinic. The selected person will receive training on our aesthetic medicine, regenerative medicine, and equipment treatments, with the goal of developing a solid knowledge of the services we offer and being able to correctly guide our patients during their experience at Mave.

MAIN RESPONSIBILITIES

• Receive and attend to our patients in a warm, professional, and attentive manner.
• Build a good relationship with patients and ensure they feel heard, informed, and accompanied during their experience.
• Identify new and recurring patients and provide the corresponding documentation, including medical history and consents where applicable.
• Maintain complete, organized, and updated patient files and documentation.
• Manage the clinic's agenda: scheduling, rescheduling, cancellations, confirmations, available slots, and patient follow-up.
• Send appointment reminders and follow up when a patient is delayed or needs to schedule their next session.
• Follow up with patients undergoing multi-session protocols and help maintain continuity in their treatments.
• Handle WhatsApp, calls, and other digital communication channels in a timely and professional manner.
• Learn and understand the treatments, technologies, and protocols we offer to be able to provide clear general information and help the patient understand their options.
• Listen to the patient's concerns and goals and help them identify the appropriate next step within Mave, always recognizing when the assessment or intervention of the medical team is necessary.
• Coordinate communication between patients, doctors, and other team members.
• Keep the reception and assigned administrative areas organized.
• Support the organization and digitization of medical records and other administrative projects.
• Review the agenda daily and ensure that the products, materials, and consumables necessary for the procedures are available.
• Review scheduled procedures for the coming days and the following week in advance to identify shortages before they affect operations.
• Support inventory control and organization and timely communicate any replenishment needs.
• Verify that the cabins and corresponding areas are organized, prepared, and ready for the scheduled procedures, in accordance with internal protocols.
• Identify operational needs and resolve or communicate problems before they affect the patient experience or the functioning of the clinic.
• Stay productive during periods without patients, advancing with pending communications, files, inventory, organization, digitization, and other assigned projects.

WHAT WE ARE LOOKING FOR

We are looking for a person who:

• Genuinely enjoys working with people and providing an excellent patient experience.
• Is organized, responsible, punctual, and detail-oriented.
• Has initiative and does not need constant supervision to identify what needs attention.
• Is able to prioritize different responsibilities throughout the day.
• Has a sense of responsibility and follow-up.
• Is able to anticipate needs and detect problems before they become emergencies.
• Has ease and willingness to learn constantly.
• Receives feedback positively and uses it to improve.
• Is good at teamwork and aware of how their work affects others.
• Has excellent verbal and written communication.
• Has an interest in aesthetic medicine, regenerative medicine, wellness, and patient care.
• Seeks to grow within a team and develop new skills.

ENGLISH REQUIRED

An important part of our patients comes from the United States, so it is indispensable to be able to hold a conversation in English and communicate with English-speaking patients. Part of the interview will be conducted in English. Please do not apply if you cannot currently hold a conversation in English.

IMPORTANT

This position requires initiative and active participation in the daily operation of the clinic. We are not looking for a position where the main responsibility is solely staying at the reception, answering messages, or waiting for instructions. We are looking for someone who observes, anticipates, communicates, and acts. When the immediate needs of the patients are covered, we expect the person to be able to identify which other responsibilities require attention and move forward with them independently. You can also find us on our social networks by searching for Mave Medical Spa. We are looking for someone who wants to learn, grow with us, and become an important part of the experience that each patient has at Mave.

-Requirements-

• Minimum education: High school - Bachillerato General 1 year of experience
• Languages: English
• Keywords: recepcion, receptionist, recepcionista, administrative