Top Care Optical

Full job description Job Overview We are seeking a dynamic and organized Front Desk/Administrative Assistant to be the welcoming face and efficient coordinator of our office environment. This role is essential in ensuring smooth daily operations, providing exceptional customer service, and supporting administrative functions across various departments. The ideal candidate will be energetic, detail-oriented, and possess a strong ability to multitask while maintaining professionalism. If you thrive in a fast-paced setting and enjoy helping others, this position offers a rewarding opportunity to contribute to our team’s success. Duties • Greet visitors and clients warmly, ensuring a positive first impression for everyone who enters the office, • make sales of the driving lessons and packages, • handle inbound and outbound phone calls, address customer inquiries, • Handle incoming and outgoing correspondence, including emails, mail, and packages with efficiency and confidentiality, • Maintain appointment calendars, schedule meetings, and coordinate appointments using calendar management tools, • Perform data entry, filing, and document proofreading to ensure accuracy and organization of records, • Support office management tasks such as supply inventory and equipment maintenance, • English and and Spanish languages are a MUST, • Proven office experience with strong organizational skills and attention to detail, • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications, • Excellent computer literacy with the ability to adapt to new software quickly, • Previous experience with front desk operations or as a receptionist in medical or dental settings is highly desirable, • Strong communication skills with professional phone etiquette and customer service orientation, • Ability to manage time efficiently in a busy environment while prioritizing tasks effectively, • Clerical experience including data entry, filing, proofreading, and document management, • Paid time off, • Parental leave, • Retirement plan

The Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the office. This role supports managers and employees through a variety of tasks related to organization, communication, and documentation. Key Responsibilities: • Answer and direct phone calls, • Organize and schedule appointments and meetings, • Maintain filing systems (electronic and paper), • Prepare reports, memos, letters, and other documents, • Handle incoming and outgoing correspondence, • Manage office supplies inventory, • Assist with basic bookkeeping tasks, • Coordinate travel arrangements, • Provide general support to visitors, • Maintain confidentiality of sensitive information, • Required Qualifications:, • High school diploma or equivalent (Associate’s degree preferred), • Proven experience as an administrative assistant or office assistant, • Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), • Strong written and verbal communication skills, • Excellent organizational and time-management skills, • Ability to multitask and prioritize work, • Attention to detail and problem-solving skills, • Preferred Skills:, • Experience with office management systems, • Basic accounting knowledge, • Customer service experience, • Work Environment:, • Office setting, • Full-time or part-time positions available, • Standard business hours (may vary by organization)

We are seeking a receptionist to join our small, energetic team. The role involves managing incoming calls and emails, greeting visitors, and assisting with various administrative tasks. The ideal candidate should be organized, personable, and able to handle multiple tasks efficiently. Experience in a similar role is preferred but not required. Key Responsibilities: • Answer and direct phone calls, • Manage office correspondence and emails, • Greet and assist visitors, • Provide administrative support to the team as needed Ideal Candidate: • Strong organizational skills, • Excellent communication and interpersonal abilities, • Ability to multitask in a dynamic environment, • Familiarity with office equipment and basic computer software Join us in a relaxed yet professional environment where creativity and collaboration are highly valued.

About the Role We’re seeking a polished, detail-oriented Front Desk Receptionist to support a fast-paced medical/aesthetic practice. You’ll be the first point of contact for patients, responsible for a high-end patient experience, accurate check-in/check-out, scheduling, phone handling, and clean payment/ledger documentation. This role requires professionalism, urgency, and strong organization. Key Responsibilities Front Desk Operations (Opening/Closing) Open/close the clinic consistently: lobby readiness, restocking, sanitizing high-touch areas, equipment/phone check End-of-day closeout: secure PHI, lock up, power down, ensure lobby reset and doors secured Patient Check-In / Check-Out Greet patients warmly and verify identity (ID/insurance card when applicable) Confirm demographics (name spelling, address, phone/email, preferred language) Check patient ledger for balances and collect payments prior to rooming when required Provide receipts and confirm aftercare printouts / next appointment details (as applicable) Scheduling & Confirmation Schedule consultations, follow-ups, treatments, and post-ops per clinic standards Perform appointment confirmations (calls/texts) and update statuses (confirmed/unconfirmed/rescheduled/cancelled) Monitor gaps/overbooks and flag same-day risks (cancels, reschedules, repeat no-shows) Phones & Call Routing Answer calls promptly with a warm, professional tone Route calls appropriately (clinical urgency, post-op concerns, pricing/booking, general scheduling) Document call outcomes and next steps in CRM/EMR as required Payments, Deposits, Receipts Collect and post payments accurately (Weave/terminal/Zelle) into Nextech Apply payments to the correct invoice/charge and scan/upload receipts to the chart Follow refund escalation policy—front desk does not promise refunds/timelines unless authorized Patient Experience & De-escalation Offer hospitality (water/coffee), give wait-time updates every 10–15 minutes Maintain HIPAA discretion at the desk and on calls De-escalate upset patients calmly and escalate to leadership when needed; document objective facts Daily Reporting (must be comfortable with numbers) Begin-of-Day report (by ~10:30am): consult totals, confirmed/unconfirmed, patients with balances due End-of-Day report: tomorrow’s consult readiness + today’s consult outcomes and financial snapshot (collected totals, balance collections, notes) Requirements 2+ year experience in medical/dental/aesthetic front desk (preferred, not required if strong fit) Strong communication, professionalism, and customer service mindset Accurate data entry + comfort handling payments and sensitive information (HIPAA) Ability to multitask in a busy environment and follow SOPs closely Tech comfortable: EMR/CRM + phones/texting systems(Nextech/Weave experience is a plus) Preferred Qualifications Bilingual Spanish (highly preferred) Experience with consult-driven practices (plastics, med spa, dermatology, dental) Proven consistency with confirmations, collections, and documentation Benefits Health insurance / PTO / sick time Employee discounts on services/products Growth path: Senior Front Desk / Lead Front Desk / Front Desk Manager Equal Opportunity Employer: We celebrate diversity and are committed to creating an inclusive environment for all employees. Job Types: Full-time, Contract Pay: $24.00 - $32.00 per hour Benefits: 401(k) Dental insurance Employee discount Flexible schedule Health insurance Paid time off Vision insurance Experience: Front desk: 2 years (Required) Ability to Commute: New York, NY 10036 (Preferred) Ability to Relocate: New York, NY 10036: Relocate before starting work (Preferred) Work Location: In person

Health Plus Management (HPM) is a Physician Support Organization and market leader in clinical practice management in the physical medicine and rehabilitation market with 50+ locations serving Long Island, NYC, Westchester, Upstate NY, NJ and Connecticut. HPM provides independent physician practices specializing in musculoskeletal care with professional business development, marketing and back-office support typically seen in much larger organizations, thereby enabling clients to start and/or grow their private practice beyond what might otherwise be feasible (while maximizing clinical service and patient care). Health Plus Management is seeking an energetic, patient-centric and detail-oriented Front Desk Coordinator to greet patients, schedule appointments, answer phones and manage administrative records. In this role, you will set the stage for each patient's appointment. You will build and maintain professional relationships with our key stakeholders - specifically our patients, office staff and clinical team, while simultaneously ensuring that the office is organized and runs smoothly. Responsibilities: • Make sure patients feel welcome as soon as they walk in the door by delivering quality and compassionate care, • Answer incoming calls, take messages, and complete outreach to patients in a courteous and professional manner, • Be responsible for obtaining and filing patients' charts, and assisting our patients as needed, • Maintain the daily operations of the office by following standard operating procedures and guidelines, • Contribute to team effort by smoothly transitioning into daily roles as needed, • Protect patient's privacy by maintaining confidentiality of personal information (HIPAA compliant), • Navigate through NextGen to access and provide patient information, • Maintain compliance by contacting patients to confirm appointments, • Respond to inquiries, resolves risen issues, collect co pays and schedule patient appointments, • Responsible for the opening and closing procedures of the office as needed, • Assist in comforting the patients and maintaining the reception area, • Other administrative tasks as needed Knowledge and Experience • 1+ years of relevant medical administrative experience, preferred, • Experience with medical insurance/verification is a plus, • Knowledge of medical terminology & procedures, and the ability to intelligently and confidently converse with patients and referring doctors regarding treatment is preferred, • Experience with EMR, preferred, • Strong computer knowledge and windows program including Microsoft word/excel Skills and Abilities • Bilingual (English/Spanish) required, • Excellent verbal and written communication, • Ensuring a great patient experience by delivering outstanding customer service, • Exceptional organizational and time-managements skills - the ability to multi-task is a must, • Adaptability and flexibility while working in a fast-paced environment, • Problem-solving ability and aptitude, • Outcome-focused, with an ability to work under pressure, • A solution-oriented mindset, • A strong sense of urgency and focus in accomplishing tasks Physical Requirements: • Prolonged periods of sitting at a desk and working on a computer., • Must be able to lift up to 25 pounds at times. Schedule: • Monday to Friday 8 am to 4 pm, • Monday to Thursday 9 am to 5 pm and Friday 10:30 am to 7 pm Pay: $18/hour

dental insurance knowledge and people skills

Join our team as a front office reception/administration clerk in our accounting office. You will be the first point of contact for clients and visitors, managing incoming calls, handling correspondence, and supporting general office administration. This role requires excellent communication skills, attention to detail, and the ability to multitask effectively. Experience in a similar role is preferred, but not essential. We value a positive attitude and a willingness to learn.