Receptionist Front Desk

Front Desk Receptionist – Wellness Clinic

Position: Front Desk Receptionist
Employment Type: [Full-Time / Part-Time]

We are looking for a friendly, organized, and reliable Front Desk Receptionist to join our wellness clinic team. The ideal candidate is warm and professional, enjoys working with people, and is comfortable balancing client service, administrative responsibilities, payments, and general clinic upkeep.

As the first point of contact for our clients, you will play an important role in creating a welcoming, professional, and positive experience from the moment they arrive.

Key Responsibilities

Client Reception & Customer Service

• Greet clients warmly and professionally upon arrival.
• Check clients in and out for their appointments.
• Answer phone calls, emails, and general client inquiries.
• Schedule, confirm, reschedule, and cancel appointments.
• Maintain a welcoming, organized, and professional reception area.
• Assist clients with questions regarding appointments, services, payments, and clinic policies.
• Communicate professionally with practitioners and other team members regarding client needs and scheduling.

Payments & Direct Billing

• Process client payments accurately using the clinic's payment system.
• Process debit, credit, and other approved forms of payment.
• Issue receipts and maintain accurate payment records.
• Process insurance direct billing and submit claims accurately and efficiently.
• Follow up on declined, incomplete, or outstanding insurance claims when required.
• Maintain confidentiality when handling client and insurance information.
• Balance and reconcile payments and transactions as required.

Administrative Duties

• Maintain accurate client records and ensure required information is up to date.
• Complete administrative paperwork and data entry.
• Monitor appointment schedules and help manage practitioner availability.
• Maintain adequate supplies of reception and clinic materials.
• Assist with general office and administrative tasks as needed.
• Follow clinic procedures regarding privacy, confidentiality, and client information.

Clinic Cleaning & Laundry

• Maintain cleanliness and organization of the reception area, treatment areas, and common spaces.
• Perform routine cleaning and sanitizing of clinic surfaces and equipment according to clinic standards.
• Restock treatment rooms and common areas as needed.
• Wash, dry, fold, and organize clinic laundry, including linens and towels.
• Ensure treatment rooms are clean, tidy, and properly prepared for clients.
• Take out garbage and recycling as required.
• Report maintenance, supply, or cleanliness issues to management.

Qualifications & Skills

• Previous experience in reception, customer service, administration, healthcare, wellness, or a similar environment is an asset.
• Excellent communication and interpersonal skills.
• Friendly, professional, and approachable personality.
• Strong attention to detail and organizational skills.
• Comfortable handling payments and confidential information.
• Experience with insurance direct billing is an asset.
• Ability to multitask and remain organized in a busy clinic environment.
• Comfortable using computers, Jane scheduling software, email, and payment systems.
• Reliable, punctual, and able to work independently.
• Willingness to assist with cleaning, laundry, and general clinic upkeep.
• Ability to maintain a professional and positive attitude at all times.

What We're Looking For

The successful candidate is someone who takes pride in creating a great client experience and understands that every part of the clinic contributes to a welcoming and professional environment. You are dependable, proactive, detail-oriented, and willing to pitch in wherever needed to support the clinic and the team.

Physical Requirements:

• Ability to perform routine cleaning and laundry duties.
• Ability to move around the clinic and prepare treatment rooms as needed.