Patient Services Receptionist

Key Responsibilities

Patient Hospitality

• Be the reason patients feel confident in their care from the moment they walk in. Greet every patient with warmth, establishing rapport and using their preferred name.
• Maintain a clean, calm, and inviting lobby experience including offering tea, water, anticipatory service, and attentive hosting.
• Champion our patient journey by helping patients understand their care options, pricing, memberships, and lab logistics so they leave confident and informed.
• Escort or guide patients as needed to ensure they feel supported throughout their visit.
• Demonstrate a solutions-focused approach to patient concerns or requests.

Scheduling & Visit Coordination

• Actively manage the clinic schedule to ensure optimal patient access.
• Monitor schedule openings and conduct outreach to fill availability.
• Maintain accuracy in visit types, durations, and documentation.

Communication Excellence

• Promptly answer phones, emails, EHR messages, and patient portal communications with professionalism and empathy.
• Triage messages to clinical and administrative teams based on urgency and role responsibilities.

Administrative & Financial Operations

• Support patients through check-in/check-out and accurate payment processing.
• Complete billing tasks including verifying payment methods and reconciling transactions.
• Assist with clinical operations such as sending intake and consent forms, scanning documents, sending secure communications, and requesting medical records.
• Support retail operations by receiving and adding supplement inventory into systems accurately.
• Merchandise retail displays to reflect brand standards, ensure stock visibility, and support patient self-service.
• Perform additional administrative responsibilities as assigned by clinic leadership to support our growing operation.

What You Bring

• Experience in a cash-pay medical practice or foundational knowledge of integrative/functional medicine is preferred.
• A genuine desire to help others and build trust through exceptional hospitality.
• Tech-savviness with strong skills in EHR platforms, online communication tools, and office software.
• Outstanding professionalism in written and verbal communication.
• Ability to multitask while maintaining accuracy and a calm, positive demeanor.
• Strong ownership mindset — sees what needs to be done and takes initiative.

Physical & Work Environment Requirements

• Ability to lift 30 lbs occasionally.
• Ability to remain at a desk, on your feet, and actively engaging with patients throughout the day.
• Comfort working in a fast-paced environment where priorities may shift quickly.

Who Thrives Here

You’ll love this role if you enjoy:

• Making people feel seen, heard, and cared for.
• Working in a growth-stage organization where we iterate, adapt quickly, and elevate the patient experience together.
• Improving systems and processes to better serve patients.
• Working as part of a mission-driven care team focused on whole-person health.

This role is full-time Monday–Friday from 7:45 AM – 4:45 PM (1-hour lunch) with flexibility to leave at 4pm most Fridays.