What are the responsibilities and job description for the Front Desk Receptionist position at Gaia Functional Medicine?
Front Desk Receptionist
Gaia Functional Medicine & Healing Hydration & Wellness (HHW)
Vero Beach, FL | Part-Time → Potential Full-Time
Gaia Functional Medicine and Healing Hydration & Wellness (HHW) are seeking a front desk receptionist who is organized, grounded, warm, and capable of holding the front line of two heart-centered healthcare practices.
This role is much more than answering phones. You will be the first point of contact for our patients, clients, and community — and a key support in creating, refining, and maintaining front-office processes for both Gaia Functional Medicine and HHW.
IMPORTANT – READ CAREFULLY ✨
DO NOT SEND A RESUME.
Any application that includes a resume will be immediately disqualified.
Applicants must answer the four questions below (see “How to Apply”).
Role Overview
You will serve as the primary point of contact for both Gaia Functional Medicine and Healing Hydration & Wellness, supporting daily operations, patient communication, scheduling, and front-office flow.
You are calm under pressure, detail-oriented, emotionally intelligent, and comfortable building and improving systems, not just following them.
Core Responsibilities
Front Desk & Patient Experience
- Greet patients and clients warmly (in-person, phone, text, and email)
- Act as the first point of contact for both Gaia & HHW
- Manage scheduling, confirmations, and basic patient inquiries
- Communicate clearly and compassionately with patients at all stages of care
- Maintain a calm, organized, welcoming front office environment
Administrative Support
- Manage calendars, appointments, and daily clinic flow
- Assist with intake forms, basic documentation, and follow-ups
- Coordinate communication through Practice Better and internal systems
- Handle incoming messages and route appropriately
- Support basic payment processing and front-office logistics
Process Creation & Optimization
- Help create, document, and refine front desk workflows for both practices
- Identify gaps, inefficiencies, or breakdowns in communication or scheduling
- Develop simple, repeatable systems that support clarity and consistency
- Maintain written processes so the front desk runs smoothly even when busy
- Collaborate with leadership to improve operational flow over time
Brand & Values Stewardship
- Represent both companies with professionalism, warmth, and integrity
- Uphold confidentiality, boundaries, and HIPAA compliance
- Support a healing-centered, respectful, and grounded environment
- Embody our values in communication, presence, and action
Who You Are
- Organized, reliable, and detail-oriented
- Warm, emotionally intelligent, and professional
- Comfortable multitasking between two brands
- Calm under pressure and able to problem-solve independently
- Enjoys creating order, systems, and clear processes
- Respects structure while also improving it
- Drawn to functional medicine, holistic wellness, or healing spaces
Healthcare or front desk experience is helpful but not required — alignment, integrity, and systems-thinking matter more.
About Our Companies
Gaia Functional Medicine
Rooted in wellness. Grounded in science. Guided by spirit.
We provide personalized functional medicine care focused on root-cause healing, nervous system regulation, and long-term transformation.
Healing Hydration & Wellness (HHW)
An IV hydration and infusion clinic offering evidence-based therapies including hydration, vitamin infusions, NAD , ozone, and recovery support.
This role supports and connects both practices.
How to Apply (NO RESUME)
Instead of a resume, please submit answers to the following four questions.
You may respond in any format you choose — written, creative, conversational, or structured.
- How do you fit this job?
- How do you fit my company (Gaia & HHW)?
- How do you fit our core values?
- What is your superpower?
Do not attach or include a resume.
Applications with resumes will not be reviewed.
Pay: $17.00 - $22.00 per hour
Expected hours: 30.0 per week
Benefits:
- Employee discount
- Flexible schedule
Work Location: In person
Salary : $17 - $22