Sona MedSpa Front Office Coordinator- Galleria in Houston, Texas

The FOC provides exceptional customer service while being the first to interface with the client either on the phone or as clients enter the center with a prompt, warm and professional greeting. The FOC performs various office clerical duties such as updating client information, process co-payment and schedule appointments as needed.

This position offers uncapped bonus potential, career advancement opportunity, and free or reduced cost treatments.

Essential Functions/Responsibilities:

Daily Preparation/Check-in/Check-out:

  • Act as primary receptionist – always puts the client first. Greets promptly, follows up and interacts in a positive manner. Relates and interacts in a positive manner.

  • Maintains reception area and waiting room

  • Provide necessary forms to new clients’ updates information on existing patients, reviews for accuracy.

  • Notifies the staff when the client is ready

  • Monitors waiting room and updates clients on wait times on a consistent basis; Monitor client flow and adjust scheduling assignments as needed

  • Collects co-pays at check-in and process according to according to an outlined procedure

  • Contact “no-show” clients within the same day and make an effort to reschedule.

  • Contact new client referrals within 24 hours to schedule first appointment.

  • Ensures client has all information and questions answered about treatments received, to include future appointments

  • Updates ticket in Mindbody for cosmetic services rendered; collects and posts accordingly

  • Utilize “soft selling” skills where appropriate to increase existing client business and build a strong referral program

  • Manage processing and distributing the mail and packages. Deliver packages marked "refrigerate" immediately to clinical personnel

  • Maintains filing, charting, faxing and all other clerical functions as required

  • Answers telephones in a polite manner, makes appointments and takes messages

  • Prepares and processes correspondences

  • Rolls phones according to schedule

  • Identifies supplies as needed

  • Knowledge of HIPAA as well as other State and Federal regulations pertaining to confidentiality

  • Ability and flexibility to cover various offices when needed

  • Performs cash management protocols as assigned

  • Adheres to company policy on continuing education programs, i.e. Annual HIPAA training

  • Adheres to departmental dress codes as observed by manager, and wears identification badge, 100% of the time

  • Other special projects or tasks as assigned

Clerical / Administrative:

General Practice Duties:


Minimum Education & Experience:

  • HS diploma or equivalent required

Preferred Education & Experience:

  • College or advanced education at technical or secretarial school is preferred

  • Certifications: CPR preferred

  • One year previous cosmetology office experience working within a client reception or billing role preferred. Dermatology and Cosmetic experience strongly preferred

  • Mindbody experience strongly preferred

Competencies: Sona Dermatology Standards of Performance

  • Ownership & Initiative: Responsible for all outcomes of efforts and actions. Proactively seeks and assumes greater responsibility. Monitors projects independently. Follows through appropriately. Accepts responsibility when mistake is made and offers solutions to resolve.

  • Teamwork: Acts in the best interest of the team. Assists co-workers and accepts additional assignments as requested. Demonstrates a positive and cooperative attitude. Is aware of the impact of their behavior on others.

  • Communication: Acknowledges patients and co-workers. Listens attentively while maintaining eye contact. Responds appropriately while speaking respectfully. Expresses ideas clearly both orally and in writing. Maintains professionalism at all times. Does not show negative emotions when interacting. Keeps others informed of important information

  • Compassion: Advocates for patients, families and teammates. Demonstrates care through using active listening and responding appropriately. Always follow through on commitments and follow up where needed. Respects privacy and is confidential with all patient information.

  • Dependability: Works without need for extra supervisor oversight. Monitors and completes projects on time. Follows-through without prompting. Is on time for meetings and appointments. Responds appropriately to instructions and procedures. Adheres to company policies regarding schedule, PTO and sick leave. Arrives to work on time and leaves in accordance with departmental and clinic policy.

  • Adaptability: Demonstrates comfort and acceptance with changes in duties, procedures, supervisors and work environment. Open to new ideas and approaches to work. Tries new ways of doing things and is eager to learn and grow. Responds appropriately to constructive criticism and to suggestions for work improvement.

  • Judgment: Effectively analyzes problems. Determines appropriate action for solutions. Exhibits timely and decisive action. Thinks logically. Consults with others in decision-making where appropriate. Uses procedures for compliance with established work rules and organizational policies

Work Environment

Must be able to accommodate a moderate to fast work pace. Must be able to operate within Microsoft Office Suite -proficient with Outlook, Word, and Excel. Exposure to Hazards: Exposure to chemicals and disinfectants Exposure to bodily fluids, latex, as well as a risk to exposure of Infectious Disease.

Physical Demands

This position requires sitting, standing and walking for long periods of time. Able to stoop and lift objects from the floor, file, etc. without restrictions. Must have full use of hand and arms to operate office equipment.

Position Type/Expected Hours of Work

This is a full-time hourly position. General Hours of Work – 8am-5pm, Monday-Friday. Some weekend work may be required.


  • Competitive salary and monthly team bonus opportunities

  • Does not have to work with insurance companies

  • Extensive and ongoing training

  • Potential for career advancement within the company

  • Full-time employees are offered a full benefits package to include medical, dental and vision coverage, 401(K) program, and paid time off and paid holidays

  • All employees receive free or reduced cost treatments and discounts on products

Sona Dermatology & Medspa is an equal opportunity affirmative action employer and administers all personnel practices without regard to race, color, religion, sex, age, national origin, disability, sexual orientation, gender identity or expression, marital status, veteran status, genetics or any other category protected under applicable law.