Job Overview
**Elizabethtown, KY & Hodgenville, KY | In-Person | $20–28/hour DOE**
Raja Wellness is an integrative acupuncture and herbal medicine practice, and we're looking for someone to run the operational engine of a fast-moving, two-location clinic — while also helping us build the tools that make the clinic run better.
Here's the honest test: can you tell a patient they owe a cancellation fee and have them thank you for the reminder? That's the bar. We've had other practices tell us they'd love to steal our front-desk staff — that's the reputation this role is meant to carry forward, and it starts with people skills, not tech skills.
This isn't a traditional front-desk position, but it's also not a tech role wearing a front-desk costume. Yes, you'll manage scheduling, patients, and the day-to-day flow across both locations, and that's the core of the job — the person who's warm on the phone, sharp in person, and makes patients feel taken care of even when the news is "you owe a fee" or "we're full." Alongside that, we're building patient-facing tools and tracking systems, and we need someone comfortable with solid day-to-day AI use — the kind that speeds up your own work, not a technical specialty. If you already use ChatGPT or a similar tool to write emails, organize your to-do list, or solve problems faster, you're exactly who we mean — that's a smaller group than you'd think, and it stands out to us. Insurance billing is now largely handled through integrated software, so this role is about *tracking and oversight*, not billing expertise — which frees up real bandwidth for the parts of the job that actually need a person.
Start date: July 24th (onboarding)
What you'll actually do:
Practice operations (daily)
- Manage front desk, multi-line phones, and patient flow across Elizabethtown and Hodgenville locations
- Own scheduling in JaneApp — triage a busy, often-waitlisted calendar with judgment, not just data entry
- Track insurance/billing status through our integrated systems (oversight, not manual claims work)
- Keep supplies, records, and correspondence organized and current
- Provide the kind of patient-facing warmth and professionalism that makes people feel taken care of
Tools & systems (as needed, not a separate job)
- - Help maintain patient intake forms, tracking sheets, and educational materials using tools like Google Workspace, Jotform, and AI assistants
- - Use AI tools to work faster and smarter on everyday tasks — drafting, organizing, troubleshooting
- - Comfort learning new software quickly; we're not looking for a developer, just someone unafraid of a new interface who picks things up fast
Practice support
- - Light personal-assistant-style support (calendar coordination, correspondence) as needed
- - Help keep multiple concurrent projects moving without needing detailed oversight on each one
Who You Are:
- The kind of person other clinics have tried to poach — genuinely warm with patients, unshakeable under a busy schedule, and able to deliver an awkward message (a fee, a policy, a reschedule) so gracefully that people thank you for it
- Organized enough to run two locations' worth of scheduling without dropping things
- A clear, professional communicator — on the phone, in writing, and in person
- - Comfortable using AI tools like ChatGPT for everyday work — this is a baseline expectation, not a technical specialty
- Someone who can hold ambiguity: our pace involves a lot of parallel projects, and priorities shift
- Bonus: any exposure to healthcare/EHR systems, medical or dental office experience, or acupuncture/integrative medicine
Logistics:
- Reliably commute to both Elizabethtown, KY 42701 and Hodgenville, KY 42748
- Typical hours fall between 10am–6pm, varying with practitioner schedule
- Employee discount on services
Pay: $20.00 - $28.00 per hour
Benefits:
Application Question(s):
- Will you be able to reliably commute to both Elizabethtown, KY 42701 and Hodgenville, KY 42748 for this job?
- When will you be available to start training?
- Are you able to adapt to changes in everyday duties and standard operating procedures?
- We're looking for someone with the people skills to uphold our reputation for excellent patient care, plus the everyday comfort with AI tools to keep pace with how we work — not a tech specialist with no bedside manner, and not a traditional office manager who's never opened ChatGPT. Tell us in your application about a real situation where you turned an awkward conversation into a good outcome, and about a time you used AI to solve a problem faster.
Experience:
- Medical administrative support: 1 year (Preferred)
Work Location: In person
