Job Roles Within an Aesthetic Clinic

Hiring the right individuals are key to any successful clinic. It is important that all staff members are competent, reliable, loyal, responsible and committed to the clinic’s vision for excellence. 

The industry is incredibly rewarding for those who are commercially minded and are passionate about aesthetic treatments. Individuals must be able to contribute their specialised set skills by providing the optimum results in the delivery of treatments, customer service and patient care.

Investing in the right practitioners and staff leads to excellent results for both the business and customer.

N.B. The following job roles are a brief outline of a few of the many duties performed by individuals in a busy Aesthetic Clinic.
 

FRONT OF HOUSE/RECEPTIONIST/ADMIN ASSISTANT

REPORTS TO CLINIC MANAGER &CLINIC ADMINISTRATOR
DUTY SPECIFICATION: To provide a professional, well-organised, and helpful reception and to provide an excellent customer service to all visitors and callers to the Clinic.

MAIN TASKS/DUTIES/RESPONSIBILITIES INCLUDE:

  • Ensure that Front of House maintain their Professionalism at all times
  • Make certain that they are presentable
  • Take responsibility for Front of House including Reception and the waiting area
  • Be the first point of call for all visitors
  • Be able to handle incoming enquires and direct calls to the relevant person
  • Deal appropriately with incoming and outgoing mail
  • Provide general administration assistance to the Clinic Manager and Administrator
  • Have a positive attitude
  • Communicate effectively by improving the Clinic’s customer service

 

CLINIC MANAGER

REPORTS TO CLINIC MANAGER & CLINIC ADMINISTRATOR    

DUTY SPECIFICATION: To ensure that the Clinic complies with Health Standards, Policies and Company guidelines including local government guidelines. Some Clinic Managers are also CQC (Care Quality Commission) registered. 

MAIN TASKS/DUTIES/RESPONSIBILITIES INCLUDE:

  • Develop new business
  • Oversee the day to day running of the Clinic
  • Ensure all relevant company policies and standards are adhered to and put into practice at all times
  • Managers are accountable for ensuring that the clinic meets all the required standards set by the CQC
  • Liaise with the team to develop leads and contacts
  • Provide direction, drive and support to all staff members
  • To deal fairly with any disciplinary and grievance issue(s)
  • Provide cover for staff due to holidays, sickness etc
  • Organise staff rotas
  • To undertake annual appraisal of all staff
  • To ensure that regular team meetings take place

 

CLINIC ADMINISTRATOR

REPORTS TO CLINIC MANAGER

DUTY SPECIFICATION:  To be responsible for company, patient and general day to day administrative duties ensuring that company policies are followed at all times. 

MAIN TASKS/DUTIES/RESPONSIBILITIES INCLUDE:

  • Report daily and monthly sales for each member of the sales team to management-=
  • Ensure that all sales invoices/ documentation are kept safe and maintained in accordance to the Data Protection Act
  • Verify, monitor and review all purchase invoices, time sheets (bank & overtime) staff expenses, claim forms etc.
  • Take charge of the ordering and storage of all administrative and medical supplies
  • Be responsible for all outgoings from the petty cash float with all expenditure recorded
  • Ensure accurate inputting of patient details are recorded into the company database system
  • Adhere to all Health and Safety policies.
  • To ensure all clinic activity complies with company policies, insurance and legal requirements

 

NON SURGICAL PATIENT CO-ORDINATOR

REPORTS TO CLINIC MANAGER

DUTY SPECIFICATION:  A Non-Surgical Coordinator liaises between the patient and the Practitioner offering treatment. By acting as an advisor for those seeking non-surgical procedures such as Botox, Dermal Filler and Laser treatments.

A Coordinator will effectively communicate, educate and inform patients on all non-surgical procedures i.e. how they work, how long they last and what to expect from the treatment. Non-Surgical Coordinators will also discuss price quotes, schedule appointments and reinforce the “Do’s and Don’ts” before and after treatment as advised by the practitioner.

MAIN TASKS/DUTIES/RESPONSIBILITIES INCLUDE:

  • To liaise with new and existing patients and to identify their needs
  • Act in on all administrative duties including booking and scheduling appointments as well as taking money and invoicing patients for deposits and balances
  • To be pro-active in developing business opportunities
  • To be responsible for meeting and exceeding sales targets
  • To implement policies, as directed by the Clinic/Company
  • Initiate and oversee promotional offers
  • Participate on all aspects of Clinic advertisements and marketing ventures
  • To increase and develop Business leads and contacts

 

MEDICAL AESTHETICIAN

REPORTS TO CLINIC MANAGER & NON-SURGICAL COORDINATOR

JOB SPECIFICATION: Beauty Therapy NVQ Level 3 or equivalent.

DUTY SPECIFICATION:  To perform complex techniques in facial and body aesthetics such as Medical Microdermabrasion, Chemical Peels, Laser Skin Rejuvenation,  and laser Hair Removal amongst other treatments.

Aestheticians are qualified experts who are recognised for their in depth knowledge of what works and doesn’t. Aestheticians are always the first point of contact when treatments are concerned and are highly regarded by clients to recommend non-surgical treatments and products that suit their needs.

MAIN TASKS/DUTIES/RESPONSIBILITIES INCLUDE:

  • To carry out a full consultation, discussing benefits and risk assessment of treatment procedures
  • To be able to determine which treatments (or combination) are suitable for the patient
  • Act and assist Doctors and Nurses by providing additional support in a range of aesthetics treatments
  • To be able to identify their own limitations and if necessary refer patients to other Health Care Professionals, especially if abnormal skin lesions are identified that may be malignant or when a patient needs a more experienced and skilled treatment
  • Participate in Clinic events and presentations, as well as demonstrating old and new treatments/procedures
  • Educate and promote the services being offered to all clients.

 

AESTHETIC PRACTITIONER

REPORTS TO CLINIC MANAGER & NON-SURGICAL COORDINATOR

QUALIFICATION: Doctor/Registered Nurse

DUTY SPECIFICATION:  An Aesthetic Practitioner/ Prescriber is responsible for consulting, prescribing and administering treatments. Non-surgical cosmetic treatments include: anti-wrinkle treatments by injection including Botox & Dermal Filler, Dermaroller, Mesotherapy and Lip Enhancement to name a few.

MAIN DUTIES AND RESPONSIBILITIES INCLUDE:

  • To work closely with Medical Aestheticians and Non-Surgical Coordinators to provide and offer non-surgical treatments
  • To be accountable for maintaining and updating client records while the client is present; recording the date and time, documenting results from the previous session as well as noting down the planned forthcoming treatment(s)
  • Be responsible for patient care, assessment, planning, implementation and evaluation of treatments to ensure the best outcome for the patient
  • Be able to promote all treatments and products
  • Must ensure the storage, administration and ordering of Botox, Fillers and other injectables
  • Be able to undertake and participate in relevant audits and ensure that stock levels are maintained and recorded to ensure that the appropriate and efficient use of supplies are being administered and to minimise product waste (as this costs the business).
  • Must continue with their professional development.
  • Provide the highest level of patient care at all times.
  • Adhere to company policies and protocols.

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