Practice Support Administrator (PSA) - Willmette

Job description

Since 2001 SpaDerma has been Chicago's leading medical spa providing Cosmetic Injectables, Laser Hair Removal and Advanced Skincare. Our team of skilled Aestheticians and Injectors provide effective treatments using the most advanced technology available. We pride ourselves in being an approachable and affordable brand where employee empowerment and patient satisfaction are the focal point.

SpaDerma was named the #1 Skinpen and #1 Hydrafacial account from 2022-2025  and continues to be amongst the top accounts with vendors nationwide. With over 140 employees and 5 spa locations we’re looking to continue to build our team!

We are currently seeking to expand our support team at our North Shore office in Wilmette. If you have a passion for the aesthetic or beauty industry we want to hear from you. This is a great entry level opportunity to work with an ever-growing company and gain exposure to the medical esthetics field. The ideal candidates are looking for a positive, fast-paced culture where attention to detail and customer service are key. This is a full-time role, 36+ hours a week. Hours may be flexible however, at least one weekend day shift and closing shift will be required weekly.

** #1 Hydrafacial in IL, #1 SkinPen Nationwide, #1 ViPeel Nationwide, #1 MOXI provider in the world.

The Practice Support Administrator  is responsible for supporting patients and providers within the spa locations.  This position requires a candidate that excels in providing a five star approach to customer service and patient experience.  The focus is patient interaction in regards to greeting, checking out, reviewing patient accounts, closing sales, and consulting on treatments and products.  An advanced knowledge of our services and offerings is ideal but training will be available.  In addition, our team of providers made up of Cosmetic Injectors and Aestheticians/Laser Specialists require assistance with scheduling, patient communication, and assisting in treatment room maintenance.

If you have a passion for the aesthetic or beauty industry we want to hear from you. This is a great entry level opportunity to work with an ever-growing company and gain exposure to the medical esthetics field. The ideal candidates are looking for a positive, fast-paced culture where attention to detail and customer service are key.

The schedule requirements are nights and weekends with flexibility to accommodate changes to scheduling on a monthly basis.  This is a full time position with 36-40 hours a week.

Duties/Responsibilities:

• Greeting patients while following providing customer service and phone etiquette training

• Utilizing booking software to accurately check out sales, schedule appointments and track sales 

• Completing daily auditing reports for scheduling, transactions, device availability, etc

• Maintaining a clean and sanitized spa area which includes laundry minor cleaning duties

• Managing inventory and ordering; retail, professional backbar and medical supplies

• Resolving customer concerns in a timely and effective manner

• Following up with patients in regards to account balances, appointments, and treatment concerns via phone, email and text

• Learning, retaining, and promoting treatment information to current and potential patients

• Attending events and promotional functions in the practice and offsite

• Following all company protocols and procedures with the highest regard for professionalism and confidentiality

• Managing weekly assigned administrative work to support the business as needed

• Attending team meetings, product and device training, sales coaching, and performance reviews

• Reviewing patient account and billing management; memberships, packages, and transactions

• Inputting e-commerce sales orders daily

• Responsible for compiling reports in regards to sales, inventory, patient retention, etc

• Managing all applicable business software often used for charting, booking, and patient reviews

• Responsible for appointment scheduling, confirmations, bill pay, and patient consent forms

• Manages promotional items and in spa displays 

• Responsible for increasing sales through lead generation, warm calling, patient consultations and overall effective patient follow up

• Assisting providers and management as needed

Required Skills/Abilities: 

• Strong typing skills and proficiency in Google Suite

• Excellent organizational & multitasking skills

• Knowledge of medical spa services and products

• Professional and polished presentation 

• Experience with customer service and sales

• Ability to collaborate with a team

Education and Experience:

• 1+ years of customer service and sales

• 1+ years of healthcare or hospitality experience

• 1+ years of medspa experience a plus

What we offer! 

• Culture

  • Fun, creative and fast paced atmosphere

  • Supportive colleagues who care

  • Free neurotoxin treatments, discounts on procedures and products

  • Open Door Policy

• Health and Wellness Benefits

  • Medical, dental and vision insurance

  • Free Class Pass membership

  • Paid parental leave

  • 401K match

• Vacation and Time Off Benefits

  • PTO

  • Paid holidays

  • Generous request off policy

• Compensation

  • $22.00 an hour

  • Discretionary monthly sales bonus and incentives