Job Description – ADMINISTRATIVE ASSISTANT
POSITION: Front Desk/Administrative Assistant
DEPARTMENT: Customer Service
REPORTS TO: Office Manager/CEO
JOB TYPE: Part-Time
Role: Serve as the primary point of contact and welcoming presence for all patients at Urban Sage Acupuncture + Wellness. Collaborate with the team to ensure a welcoming, inclusive, and efficiently run clinic environment.
Responsibilities
- Greet and check in all patients and ensuring privacy policies are maintained.
- Schedule/reschedule all new, follow-up, and canceled appointments.
- Assist staff to clean and turn over treatment rooms between patients.
- Answer incoming calls, texts and emails. Check and return texts and voicemails daily.
- Collect and enter all payments into practice management software.
- Monitor and maintain cleanliness throughout all areas of the clinic.
- Submit insurance verifications to biller.
- Attend weekly staff 1:1 meetings and monthly team meetings
Results
- Update and securely store electronic health records (EHR) and in compliance with HIPAA guidelines.
- Maintain online and in clinic bookings, cancellations and rebookings.
- Maintain accuracy in all collected payments.
- Resolve non-medical patient issues, questions, concerns.
- Support patients and team members daily.
Requirements
- High school diploma or equivalency.
- Familiarity with email, texting and Google Suite (Docs, Sheets, etc) required.
- Excellent written communication skills required.
- Excellent oral communication, both in-person and phone etiquette required.
- Customer service and/or small-business service experience preferred.
- Positive, friendly & knowledgeable.
This job description is not all-inclusive and certain activities, duties or responsibilities may be required of the employee as needed.
Urban Sage Acupuncture + Wellness Culture: We foster a welcoming and collaborative environment where practitioners and team members are encouraged to integrate their unique skills and expertise to provide holistic care to our clients. Our clinic values integrity, compassion, and respect for everyone’s individual journey toward wellness. We prioritize client-centered care and strive to create a supportive atmosphere where both clients and practitioners feel empowered to achieve optimal health and vitality.
Send CV and cover letter explaining why you think you are a good fit for us to [email protected]
Job Type: Part-time
Pay: $18.00 - $20.00 per hour
Benefits:
Application Question(s):
- Willing to undergo a background check.
Experience:
- Customer service: 1 year (Preferred)
Shift availability:
- Day Shift (Required)
- Night Shift (Required)
Work Location: In person
