Front Office Manager Medical Spa Operations
Resume:
Julianna Page
**** ***** ******, ***** ****, ****7
Phone: 707-***-****
E-mail: ************@*****.***
Objectives
Looking to continue to employ my services with an organization I trust and believe in while challenging myself with greater responsibility, in a new and exciting environment. Work Experience
Front Office Manager (March 2024 – June 2025)
Ageless Image MedSpa
The Front Office Manager oversees the daily operations of the medical spa’s front desk to ensure a smooth, professional, and welcoming patient experience. This individual manages administrative staff, handles client communications, ensures compliance with HIPAA and aesthetic industry standards, and supports the business through effective scheduling, coordination, and customer service excellence.
Maintain accurate and secure patient records in compliance with HIPAA.
Manage POS systems, process payments, and reconcile daily transactions.
Generate daily, weekly, and monthly reports related to appointments, revenue, inventory, and client metrics.
Assist with inventory management for retail and medical-grade skincare products.
Support marketing initiatives such as email campaigns, seasonal promotions, and social media coordination (if applicable).
Ensure front desk operations align with company policies and aesthetic medical regulations.
Uphold patient confidentiality and clinic hygiene protocols.
Coordinate with medical providers to support treatment schedules, pre/post-care instruction dissemination, and patient satisfaction.
Supervise and schedule front desk staff, including receptionists or patient care coordinators.
Train new front office team members on software systems, protocols, and customer service expectations.
Collaborate with clinical and management staff to ensure smooth patient flow and operational efficiency.
Monitor and maintain front office supplies, forms, and promotional materials.
Greet and check in all patients with professionalism and warmth.
Maintain a concierge-level experience for all clients, ensuring satisfaction before, during, and after treatments.
Handle appointment scheduling, confirmations, cancellations, and follow-up calls.
Address and resolve client concerns, complaints, or service issues in a timely and diplomatic manner.
Educate patients on services, products, promotions, and loyalty programs. Information and Scheduling Specialist (January 2015 – February 2024) Plastic Surgery Associates and Allegro Med Spa
Duties mainly revolve around managing and distributing information within the office. This generally includes answering phones, taking memos, maintaining patient and provider records, sending and receiving correspondence, as well as preparing and welcoming incoming patients.
Maintains office operations by scheduling, receiving, and distributing communications Communicating surgical schedules with outside surgeons and anesthesia departments. Delivery exemplary customer service to new and existing patients Responsible for several phone lines and distribution of external communication (company reps, mailing, etc.) Office ordering and department inventory
Balancing AR Records and daily financial transactions in my department. Communicate surgery schedule to in-coming anesthesiologists and patients Arranging training between multiple practitioners and doctors’ schedules as well as team luncheons. Pulling and prepping medical charts for multiple providers and multiple formal procedures Ordering older charts from records upon patient/physician’s request. Formatting patient records to forward to physicians Assisting with photos and photo formatting for upcoming procedures Large and small personal assistant tasks for the doctors Training incoming employees regarding department operations Filling in where needed in alternate departments
Checking and completing patient disability paperwork Professional Makeup Artist and Spray Tan Artist(January 2021 - present) MxM
A professional makeup artist uses cosmetic products and artistic techniques to enhance, transform, or perfect the appearance of clients for special events, photography, film, fashion, or everyday wear. This role requires a strong understanding of skin types, facial structures, color theory, and current beauty trends while maintaining a high level of hygiene and professionalism. Schedule and confirm appointments, process payments, and manage time efficiently. Maintain client records, preferences, and portfolio images (with permission). Communicate professionally and ensure a positive, calm experience for each client. Manage inventory and restocking of makeup products and tools Consult with clients to understand their preferences, skin concerns, and desired makeup looks. Apply makeup tailored to skin tone, face shape, event type, and lighting conditions. Provide services for weddings, photo shoots, editorial, red carpet, runways, special effects, or everyday beauty. Cleanse and prep skin before makeup application using professional-grade skincare products. Recommend appropriate products for skin type and desired finish (e.g., dewy, matte, full coverage). Understand and match foundation shades accurately, including mixing and color correction techniques Offer touch-ups and makeup changes as needed during events or shoots. Senior Guest Services Coordinator (April 2013– September 2015) Osmosis Day Spa and Sanctuary
A Spa Coordinator provides guests with information regarding treatments and services while assuming the responsibility of booking reservation and event schedules and executing administrative functions within an incredibly high paced and demanding environment.
Perform inner office functions
Manage several phone lines, communication stations, and responses Execution of media projects, data entry, and social media networking Answer any and all client inquiries and requests
Perform retail/shipping/and business orders
Manage cash handling/carrying in front office procedures Responsible for booking reservations, confirming appointments, and collecting data for client files Front Desk Manager (September 2012 – January 2013) Flourish Chiropractic Studio, San Anselmo, Ca. 94960 Offer impeccable quality of service in a multi-functional office environment, servicing several departments and keeping in mind the primary objective being the furthering of overall health and wellness to individual clients. Facilitating a myriad of office functions including handling invoices, inventory/supplies management, primary service of copy/fax/phone lines, general cleaning/organization, written letters and documentation between company management and clients/vendors
Contact between insurances
Primary source of medical data input including scanning relevant medical records and Doctor’s notes Administering of some diagnostic procedures
Responsible for preparing and handling financial matters among clients Attending webinars/in-house trainings
Well-versed in office scripts and secondary information in preparation of potential/existing clients Monitoring existing care plans established by Doctor of Treatments Acting communicator between clients and staff
Attend community events
Offer wellness packages to potential clients including information regarding the provisions our facility. Life Skills Provider (October 2010 – April 2013)
Lifehouse Inc. San Rafael, Ca. 94903
An LSP is a post designed to offer interpersonal aides to physically, mentally, and socially Handicapable adults within a residential setting.
Offer supportive services that encourage clients to develop independent living skills. Domestic needs: shopping, cooking, cleaning
Administer medications
Assist clients in participating in their community Attend necessary appointments with clients
Apply personalized development program for client
Continue repose between clients and their family
Residential Counselor (September 2009 – September 2010) Victor Treatment Center. Santa Rosa, Ca. 95401
As a residential counselor we were expected to serve children suffering from emotional, social, and behavioral difficulties, endeavoring to demonstrate how to make these children succeed and thrive in a community setting.
Personal advocate for clients
Administer medication
Document progress of individual clients
Establish a repose with teachers, family, and clinician regarding client's progress Assume appropriate official SIR documentation regarding specific incidents with the clients Engage clients in activities both personal and community Create develop programs between clients, family, and Clinician Create a safe and positive environment where clients can develop healthy personal relationships Communicate progress with teachers, clinician, and family Apply successful interventions when involved with escalated clients Apply two-person restraints with clients that are an immediate danger to themselves of others Barista/Floor Manager (May 2004 – June 2009)
Starbucks Coffee Company. Petaluma, 94952.
Create authentic coffee experiences while maintaining enthusiastic service and completely satisfied customers with every interaction.
Provide impeccable food and beverage service
Preparing, cleaning, stocking, and general labor throughout the store Ordering materials
Cash carrying, changing out drawers, bank deposits, payroll Filling out schedules
Monitoring partner development
Administering trainings
Monitoring daily communication between partners and throughout the store Acting communicating between staff and management
Attending to customer satisfaction
Cool School Mentor (September 2005 – June 2006)
AmeriCorps, Santa Rosa, Ca. 95401
Providing a positive and enriching environment by which students may learn and thrive through a community of support. Provide daily class curriculum
Attend weekly staff meetings
Attend daily associate and debriefing
Provide individualized attention to students who appear to be struggling Plan class outings
Organize class/community philanthropic events
Engage students in team building activities
Ensure the safety and well-being of all students at all times Administrative/Personal Assistant (June 2004 – August 2005) Calvary Chapel Petaluma, Petaluma, Ca. 94954
Responsible for completing administrative directives as well as working independently to complete creative projects assigned and expected from senior management.
Answer and return voice mails
Set up and confirm appointment schedules
Attend daily staff meetings and record minutes
Arrange creative projects include event information and website updates Set up and confirm travel information
Complete administrative letters, bulletins, and ordering (including invoices) Electronic filing and general clerical organization Attend conferences as personal assistant
Acting as the 'face' visitors and business relationships encounter daily Representative at specific job-related functions
Specialized Trainings
Ageless Image MedSpa
AMPSA Conference Attendee
Skincare training (SkinCeuticals, Skin Medica, Obagi, Colourscience, Epionce, etc)
BBP, HIPAA, and sexual harassment training
Management trainings
Allergan training
HRT, Peptide, GLP-1 Training
Tetra Cool Peel Training
Fotona Laser Training
Plastic Surgery Associates
Yellow Telescope Annual Training Seminar
Exceptional Reception Webinar
Aesthetic Marketing Webinar
Training didactics for: Injectables, Cool Sculpting, Female Rejuvenation, Skin Care CPR and First Aid certified
MxM Team
Introductory make up training
Advanced skills labs with local Master MUAs
Color theory and corrective/touch up training
Online spray tan classes through Sjolie Inc.
Hands-on spray tan training through MxM
Flourish Chiropractic
CBA (Chiropractic Business Academy) training
Reception Course I, II, III
Block booking (scheduling out clients within their care plans) Front Desk Policies and Procedures
Front Desk Script Protocol
Victor Treatment Center
Behavior management/Values Program
Diagnosis Training
Families as Partners
Medical Care of Clients
Medication Monitoring
Risking Connections Training
Emergency Reporting
Reporting Suspected Child Abuse
Report Writing
Conflict Resolution
Protective Intervention
Client's Rights
HIPAA Confidentiality
Federal and State False Claims Act
Blood borne Pathogens
Education and Awards
B.S. in Psychology (Summer 2012)
Ashford University
2014 CANVAS’ Hospitality Excellence Award
AmeriCorps Education Award 2005-2006
Attended several WGS classes, child/adult development courses, and sociology courses Leadership classes
Intramural volleyball and softball league
Philanthropy chair of KDZ
Participated in several fundraising and non-profit events Involvement in multiple internships including reading programs, project scholars, and the YWCA's Safehouse program
Intern through YWCA’s Safe house Program
REFERENCES
Masara Miramontez
Business Owner
Tara Good-Young
Practice Administrator
Keri Penrose
Client Director
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