ABOUT THULA DOULA MASSAGE
Thula Doula Massage is a medical massage therapy practice in Humble, TX that primarily serves veterans through the VA Community Care Network. Our mission is to provide consistent, dignified, and clinically excellent care to every client who walks through our doors. We are a small, close-knit team that takes pride in the quality of our work and the environment we create — both for our clients and for each other.
We are growing, and the Receptionist role is a foundational addition to our team — the first face and voice our clients experience when they reach out or walk in. If you are someone who genuinely cares about people, communicates with warmth and professionalism, and wants to be part of a team that makes a real difference in the lives of veterans, we want to hear from you.
POSITION SUMMARY
The Receptionist is the first point of contact for every client interaction at Thula Doula Massage — in per son, by phone, andthrough our scheduling system. This role is responsible for creating a warm, professional, and organized front-desk experience that reflects the standard of care our clients expect and deserve.
You will manage client arrivals and departures, answer and direct phone calls, assist with basic scheduling, and ensure the reception and waiting areas are clean, welcoming, and ready for every client. You will work closely with the Office Manager, Executive Assistant, and the massage therapy team to keep the daily flow of the practice running smoothly.
This is a client-facing role from start to finish. The way you greet someone, answer the phone, and handle a question sets the tone for their entire experience with us.
SCHEDULE
Monday – Friday | Occasional Saturday
Hours may vary
CORE RESPONSIBILITIES
Client Greeting & Front Desk Management
- Greet every client warmly and professionally upon arrival
- Confirm the client's appointment and notify their therapist that they have arrived
- Assist clients with completing intake forms in a private area — never in the open waiting room (HIPAA requirement)
- Manage the waiting area to ensure it is clean, organized, and comfortable at all times
- Process client check-out at the end of their appointment, confirming any follow-up scheduling needs
- Offer water and ensure the client feels cared for during any wait time
Phone & Communication Management
- Answer all incoming calls promptly and professionally using the practice's phone system (RingCentral)
- Screen and direct calls appropriately — scheduling questions to the Office Manager or EA, clinical questions to the Lead
Therapist, and all other inquiries per the Communication Escalation SOP
- Take accurate messages when staff members are unavailable and relay them promptly
- Return missed calls from clients in a timely manner with a warm, professional tone
- Direct clients to the office number and the Jane app for all scheduling and cancellation needs — clientsshould never be directed to personal phone numbers
Scheduling Support
- Assist with basic appointment scheduling and rescheduling in Jane under the direction of the Office Manager
- Confirm upcoming appointments via the reminder system and follow up on any unconfirmed appointments
- Notify the Office Manager or EA immediately of any same-day cancellations received by phone so the gap-filling process can begin
- Encourage clients to download and use the Jane app for self-service scheduling and cancellation
Office & Facility Support
- Maintain the reception area, waiting room, and any shared client spaces to a clean, professional standard throughout the day
- Monitor and restock front-desk supplies — intake forms, pens, water, tissues, and any client-facing materials
- Assist with opening and closing duties as directed by the Office Manager
- Receive and organize deliveries, mail, and supplies
- Support basic administrative tasks as assigned — filing, scanning, organizing client folders
HIPAA & Confidentiality
- Handle all client information with strict confidentiality in compliance with HIPAA regulations
- Never discuss client details in areas where other clients or unauthorized individuals could overhear
- Ensure intake forms and any documents containing protected health information are handled in private, not at the open front desk
- Complete mandatory HIPAA training within 30 days of hire and maintain compliance throughout employment
- Report any potential privacy concern immediately to the Office Manager or Operations Manager
QUALIFICATIONS
Required
- High school diploma or equivalent
- Previous experience in a front-desk, receptionist, or client-facing role — minimum 1 year preferred
- Strong verbal communication skills with a warm, professional, and patient tone
- Ability to handle sensitive information with discretion and confidentiality
- Basic computer proficiency — comfortable navigating scheduling software, email, and phone systems
- Reliable attendance and punctuality — this role is the first thing clients see when they walk in, and your presence directly affects the client experience
- Ability to remain calm, professional, and solution-oriented in a busy or high-pressure environment
Preferred
- Experience in a healthcare, wellness, or medical office setting
- Familiarity with HIPAA requirements and handling protected health information
- Experience with scheduling software (Jane or similar practice management systems)
- Bilingual (English/Spanish) is a strong plus — several of our clients and team members are Spanish-speaking
- Experience working with veteran or military-connected populations
WHAT WE OFFER
- A meaningful role in a practice that provides real, direct care to veterans
- A supportive, respectful team environment where your contributions are valued
- On-the-job training in our practice management systems and clinical workflows
- Exposure to healthcare operations in a growing practice — an opportunity to learn and grow
- A structured onboarding process with clear training, documented SOPs, and a defined path to independence
- Competitive hourly compensation based on your experience
PHYSICAL REQUIREMENTS & WORK ENVIRONMENT
- Ability to sit or stand for extended periods at the front desk
- Ability to lift and carry up to 20 pounds (supply deliveries, office materials)
- Comfortable working in a clinical massage therapy environment
- On-site position — this role cannot be performed remotely
Pay: $14.00 - $20.00 per hour
Work Location: In person
