Full Time Receptionist

Job Summary

The Front Desk Receptionist delivers superior customer service for all of our patients and visitors in a welcoming environment. The overall goal is to provide our patients with a patient-centered experience within a health care center of Traditional Chinese Medicine. The Receptionist works closely with their colleagues at the front desk, Herb room staff, as well as the doctors and practitioners. Additionally, they are responsible for maintaining and executing all front desk duties, which includes runner duties, all while handling phone calls and checking in and out all patients.

This position is primarily based in our Santa Monica location, however you will need to be flexible and possibly work once a month in Pasadena.

The Front Desk Receptionist reports directly to the Office Manager, Assistant Manager and Supervisor, with an indirect report to the Operations Manager.

Responsibilities and Duties

• Greet all patients arriving, approaching the desk and leaving the office.
• Answer multi-line phones with heavy call volume.
• Check in & check out patients, which also includes: posting service charges, processing payments, verify payments, scheduling future appointments and provide herb instructions, as needed.
• Runner duties include: checking in patient, escorting to treatment room, monitor patient activity and respond to any calls, clean treatment rooms after each patient, clean cups and other items, as necessary.
• Appointments and scheduling: book, change and cancel appointments; familiarity with scheduling and balancing multiple practitioner schedules, including late patients; ability to learn appointment/booking software.
• Perform other clerical/receptionist duties such as: filing & pulling files (patient files), photocopying and faxing.
• Process shipments: handling phone and emailed orders; assist with processing outgoing parcels via Fed Ex, UPS and USPS, as needed, with minimal to no errors.
• Ensure reception area and waiting room are clean, tidy and presentable at all times.
• Stock and replenish any displays and on-hand supply with products; assist with monitoring inventory; and occasional assistance with merchandising products on display.
• Cross-train in all areas of the front office and assist in these areas when assigned or as needed: check in, check out, back office and runner.
• Clean treatment rooms, including re-stocking and report any issues or repairs needed.
• Support Office Manager and Assistant Office Manager with special projects (as needed) and communicates progress and completion to both Assistant and Office Managers.
• Must cross train in the Herb Room and on a 2nd software system; ability to assist with coverage at satellite office location(s), when required.

Qualifications and Skills

• Minimum Education: High School diploma required; some college or college degree, preferred.
• Minimum Experience: One to two (1-2) years of medical office experience and/or customer service experience.
• Customer service- internal and external
• Excellent verbal, written and interpersonal communication skills
• Able to work well under pressure and multi-task.
• Problem solving capabilities
• Detail-oriented and organizational skills
• Professional demeanor and appearance
• Ability to work equally well in a team environment and independently
• Dependable and hardworking with a positive, team-player attitude.
• Flexible and willing to assist with duties when and where needed.
• Knowledge of HIPAA and OSHA compliance, preferred.
• Strong computer skills (Excel, Word, and Outlook) with the ability to learn programs as needed
• Physical Requirements: running, lifting, bending, reaching, sitting, standing and kneeling.
• Flexible schedule

Benefits

We are a mission driven company that strives to make a difference in patients’ lives. We have a team of professionals and staff that contribute to achieving our shared vision. As a member of our highly effective team of professionals, you will receive medical insurance, paid time off, a generous in-house healthcare benefits package and an hourly salary (DOE).

About the Company:

We are a highly respected Acupuncture clinic that has been in business for over 30 years. We offer acupuncture, herbal and nutritional therapies, bodywork, and mind-body life coaching services that are designed to provide our patients with quality and individualized care to help them live healthier lives.

Job Type: Full-time

Pay: $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Every weekend
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 2 years (Required)

Shift availability:

• Day Shift (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person