Receptionist

About the role

The Receptionist / Co-Office Manager serves as the first point of contact for patients and visitors, creating a professional and welcoming experience from the moment they arrive or reach out by phone, email, or text. This full-time role combines front desk reception, patient scheduling, records management, and general office administration, while also supporting and helping lead a new peptide program.

Responsibilities

• Greet patients, visitors, and vendors warmly upon arrival and ensure a professional, welcoming environment at all times.
• Serve as the primary point of contact for patients through face-to-face interactions, phone calls, emails, and text messages.
• Answer incoming calls promptly, route inquiries appropriately, and provide accurate information about services, appointments, and costs.
• Schedule and manage patient appointments, organize the practice calendar, and coordinate meetings to optimize provider and office availability.
• Process patient arrivals, including confirming personal details, ensuring the accuracy and completion of consent forms, and obtaining insurance information as needed.
• Maintain and update patient contact information in marketing and communication software to support email campaigns and newsletters.
• Finalize patient visits by confirming payments, closing out daily charges, and scheduling follow-up appointments.
• Respond promptly and professionally to all methods of patient communication, including text messages, emails, and phone calls.
• Provide administrative support to the current office manager in all aspects of practice administration and office management.
• Aid in leading and supporting the new peptide program, including patient communication and front-desk coordination related to the program.
• Communicate with discretion and maintain strict confidentiality of patient information in accordance with HIPAA regulations.
• Deliver excellent customer service and ensure that every patient feels valued, supported, and well-informed.
• Accurately communicate costs, treatment options, and programs to patients.
• Support front desk product and service sales post-treatment, helping to drive revenue through informed and friendly recommendations.
• Use Microsoft Office and other administrative tools to prepare documents, manage records, and support daily office operations.
• Work both independently and collaboratively as part of a small clinical and administrative team, contributing to a positive and efficient work environment.
• Continuously learn new systems, technologies, and processes to improve efficiency and enhance the patient experience.

Essential Skills

• High school diploma or equivalent is required; an associate or bachelor’s degree is preferred.
• 2–3 years of previous experience in a medical, aesthetics, personal care, or similar office setting is preferred, particularly in office management or front desk roles.
• Demonstrated experience in administrative support, front desk operations, and office administration.
• Experience in a healthcare-related environment, with familiarity in medical or clinical office workflows.
• Proficiency in patient scheduling and calendar management for a busy practice.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills for interacting with patients, visitors, and colleagues.
• Ability to follow HIPAA regulations and maintain strict patient confidentiality.
• Customer service mindset with a pleasant demeanor and a genuine interest in being of service to others.
• Ability to work independently and as part of a team, with a strong interest in learning and professional growth.
• Strong technology skills and the ability to quickly learn new software programs and tools.
• Comfort with Microsoft Office and general clerical and administrative tasks.
• Capability to remain composed, professional, and “put together” while acting as the face of the practice.

Additional Skills & Qualifications

• Associate or bachelor’s degree in a related field is preferred and considered an asset.
• Prior experience in aesthetics, anti-aging, regenerative medicine, or personal care environments is helpful.
• Some sales experience, particularly in front desk or post-treatment product and service sales, is beneficial.
• Experience using marketing or patient communication software for email campaigns and newsletters is advantageous.
• Interest in anti-aging, regenerative medicine, and wellness-focused care, including therapies such as bioidentical hormone replacement, supplements, IVs, lifestyle modification, and nutritional therapy.
• Enthusiasm for learning new clinical and administrative processes, including participation in a growing peptide program.
• Ability to build trusting relationships with leadership and act as a reliable partner in supporting the growth of the practice.
• Strong time-management skills and the ability to handle multiple tasks and patient interactions in a fast-paced environment.