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Front Desk Receptionist (millbrae)
Reviv Medical Spa
31 S. El Camino Real near Millbrae Ave.
compensation:
$20-$30/hour DOE + 15% Commission on Retail Product Sales
employment type:
part-time
experience level:
mid level
job title:
Esthetician/Aesthetician/Medical Aesthetician
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Reviv Medical Spa | Millbrae, CA
Join Reviv Medical Spa
At Reviv Medical Spa, we believe exceptional aesthetic and wellness care begins with an exceptional patient experience. We combine advanced medical aesthetics, innovative technology, personalized treatment plans, and whole-body wellness to help our patients look and feel their best.
We are seeking a polished, friendly, organized, and highly dependable Front Desk Receptionist to join our growing team. The front desk is the center of the patient experience at Reviv, and this position plays an important role in ensuring every patient feels welcomed, informed, and well cared for from their first phone call through treatment and follow-up.
The ideal candidate is professional, personable, motivated, detail-oriented, and comfortable working in a fast-paced medical aesthetics environment. This individual should take initiative, communicate confidently, and enjoy learning about aesthetics, skincare, health, and wellness.
Position Summary
The Front Desk Receptionist serves as one of the primary points of contact between Reviv Medical Spa and our patients. Responsibilities include patient communication, appointment scheduling, check-in and checkout, treatment education, maintaining accurate patient information, supporting clinical workflow, and helping create a seamless experience throughout the practice.
This is not simply a traditional receptionist position. We are looking for someone interested in becoming knowledgeable about the aesthetic industry and the treatments offered at Reviv. Team members receive education from our Medical Director, nurses, providers, and industry partners so they can confidently and accurately assist patients.
Depending on qualifications, licensing, training, and competency, there may also be opportunities to assist with or perform appropriately delegated treatments within the individual's legal scope of practice.
Key Responsibilities
Patient Experience & Front Desk
Warmly greet patients and create a professional, welcoming experience from arrival through checkout.
Maintain a polished, friendly, and professional demeanor at all times.
Ensure the front desk is attended at all times and arrange coverage before stepping away.
Assist with patient check-in and checkout.
Verify that patient contact information, including phone number and email address, is complete and current.
Ensure a valid credit card is securely maintained on file according to office policy.
Verify that required patient information, photographs, and appropriate treatment consents are completed.
Communicate patient needs and appointment information effectively with providers and other team members.
Help maintain the elevated level of service expected throughout the Reviv patient experience.
Phones, Email & Patient Communication
Answer incoming calls with excellent telephone etiquette and a friendly, professional manner.
Monitor email and voicemail throughout the business day.
Respond to or appropriately route all patient messages before leaving for the day.
Perform appointment confirmation and reminder communications according to office protocols, including 48- and 24-hour confirmations when required.
Answer general questions about treatments accurately and professionally.
Identify a patient's primary concerns and help determine the appropriate treatment, provider, or consultation to schedule.
Follow up with prospective patients who have expressed interest in consultations or treatments.
Communicate current promotions, events, packages, and treatment opportunities to appropriate patients without creating a high-pressure sales experience.
Scheduling & Appointment Management
Accurately schedule appointments with the correct provider, treatment room, equipment, and other necessary resources.
Follow scheduling protocols designed to prevent provider, room, or equipment conflicts.
Collect required deposits for designated treatments and procedures at the time of booking.
Clearly explain Reviv Medical Spa's current cancellation and no-show policies when scheduling.
Obtain and verify the required card on file.
Understand treatment timing, provider availability, room requirements, and equipment requirements when scheduling.
Proactively identify potential scheduling conflicts and work with the team to resolve them.
Treatment Knowledge & Patient Education
Front desk team members are expected to develop a working knowledge of Reviv Medical Spa's aesthetic and wellness offerings.
Learn the indications and general benefits of treatments offered at Reviv.
Explain treatments to patients using accurate, approved information while recognizing when clinical questions should be directed to a physician, nurse, or treating provider.
Help patients identify appropriate consultation options based on their aesthetic concerns and goals.
Stay current on practice promotions, packages, memberships, events, and new treatment offerings.
Spend designated training time with the Medical Director, nurses, providers, and industry representatives to develop treatment knowledge.
Never provide medical advice, diagnose conditions, or make clinical recommendations outside the position's scope.
Patient Documentation & Photography
Ensure required informed consent forms are completed before treatment.
Assist with standardized before-and-after photography according to protocols established by the Medical Director.
Maintain accurate and complete patient profiles.
Protect patient confidentiality and follow HIPAA requirements at all times.
Assist providers in ensuring appropriate documentation is available for each appointment.
Clinical & Practice Support
The front desk team works collaboratively with the clinical team to keep the practice operating efficiently.
Responsibilities may include:
Escorting patients to treatment rooms when appropriate.
Preparing rooms for incoming patients.
Cleaning and disinfecting rooms and surfaces between patients according to office protocols.
Providing ice or other non-clinical treatment supplies as directed by the treating provider.
Monitoring bathrooms and common areas to ensure they remain clean, stocked, and patient-ready.
Assisting with laundry and maintaining linens and supplies.
Helping keep treatment rooms appropriately stocked.
Assisting with inventory organization when requested.
Supporting office events, educational programs, demonstrations, and promotional activities.
Performing additional administrative or patient-support duties as needed.
Additional Treatment Opportunities
Candidates with appropriate education, licensing, certification, or experience may have opportunities to expand their responsibilities within the practice.
Where legally permitted and appropriately delegated, team members must complete Reviv Medical Spa's required training and competency evaluation before assisting with or performing any treatment or procedure.
Any team member who performs treatment-related duties is expected to return to front desk responsibilities when not actively engaged in those duties.
All responsibilities will remain within the employee's applicable California scope of practice and Reviv Medical Spa's clinical protocols.
Qualifications
The ideal candidate is:
Professional, polished, friendly, and approachable.
Dependable and consistently punctual.
Mature, motivated, and team-oriented.
Comfortable taking initiative and solving problems as they arise.
Able to thrive in a dynamic, fast-paced environment.
Detail-oriented and highly organized.
Honest and demonstrates strong personal integrity and work ethic.
Comfortable communicating with patients both in person and by telephone.
Able to manage multiple responsibilities while maintaining accuracy and professionalism.
Interested in medical aesthetics, skincare, health, wellness, and emerging aesthetic technology.
Motivated to continually learn and grow within the practice.
Education & Experience
Required:
High school diploma or equivalent.
Excellent written and verbal communication skills in English.
Basic to intermediate computer skills with the ability to learn new software and practice-management systems.
Strong customer service and interpersonal skills.
Ability to understand and follow written and verbal instructions.
Understanding of patient confidentiality and HIPAA requirements.
Preferred:
1+ year of experience in a medical office, medical spa, dermatology, plastic surgery, wellness practice, luxury spa, or similar patient/client-facing environment.
Experience with medical scheduling or electronic medical records.
Experience in aesthetics, skincare, wellness, hospitality, or luxury customer service.
Experience with patient photography.
Medical Assistant certification or other healthcare-related training.
Additional language proficiency is a plus.
Professional Expectations
Arrive to work on time and prepared for the workday.
Maintain professional grooming and appearance consistent with Reviv Medical Spa standards.
Follow the practice dress code; front desk attire is generally black, while approved clinical attire or scrubs may be appropriate for employees who also perform clinical responsibilities.
Maintain patient privacy and confidentiality at all times.
Follow all Reviv Medical Spa policies and procedures.
Maintain clear communication with management and the clinical team throughout the day.
Ensure front desk responsibilities and outstanding patient communications are appropriately addressed before the end of the shift.
Contribute to a positive, collaborative work environment focused on excellent patient care.
What We Look For
We are especially interested in someone who understands that the front desk sets the tone for the entire patient experience.
The right person doesn't simply answer the phone or schedule an appointment. They listen to what a patient is looking for, help them navigate the practice, communicate confidently and accurately, anticipate needs, and make each interaction feel personal.
We value team members who are curious, proactive, dependable, eager to learn, and genuinely interested in building relationships with our patients.
Why Reviv Medical Spa?
Reviv Medical Spa is an established medical aesthetics and wellness practice offering advanced treatments for skin rejuvenation, injectable aesthetics, body contouring, laser and energy-based treatments, skincare, and health and wellness.
Our approach combines medical expertise, innovative technology, education, and individualized care. We believe that aesthetic medicine should enhance confidence while prioritizing safety, natural-looking outcomes, and the overall health and wellness of the patient.
For more information about Reviv Medical Spa, visit www.revivmedspa.com.
- Principals only. Recruiters, please don't contact this job poster.