Clinic Services Representative

Job description

**Reports to:** Senior Operations Manager, In-Clinic Services At Haven Headache and Migraine Center, we're building the future of headache care—one virtual visit at a time. Co-founded by board-certified headache specialists, Haven is a virtual-first specialty clinic dedicated exclusively to patients with migraine and headache disorders. **While we offer robust telehealth services, this role is critical to supporting our physical, in-clinic operations in Irvine, CA.** We believe expert care should be accessible, compassionate, and designed for the real lives of the millions living with headache disorders. We are seeking a compassionate, organized, and proactive Part time **Front Desk Coordinator** to be the face of our headache clinic. You will be the first point of contact for patients seeking relief from chronic headache conditions. Your goal is to ensure a seamless, quiet, and efficient experience for our patients and providers by managing the clinical flow, maintaining supplies, and providing exceptional administrative support. ## **Primary Responsibilities** ## **Patient Coordination & Experience** - **Warm Welcome:** Greet patients upon arrival, ensuring a calm and quiet environment appropriate for those suffering from migraines and light sensitivity. - **Clinical Flow:** Monitor the provider's schedule and personally escort patients to exam rooms as soon as the provider is ready. - **Exit Concierge:** Schedule follow-up appointments immediately following the patient's visit, ensuring they have a clear plan for their next stage of care. - **Inquiry Management:** Confidently answer patient questions regarding office policies, scheduling, and general clinic information. ## **Clinical Prep & Support** - **Morning Readiness:** Conduct basic supply preparation for providers at the start of each day (e.g., setting out procedure trays, ensuring exam rooms are stocked). - **Supply Management:** Receive and sign for all incoming packages, including temperature-sensitive medical supplies. - **Inventory Control:** Organize and restock medical supplies in the back room and designated refrigerators, following all safety and storage protocols. ## **Qualifications** - **Education:** High School Diploma or GED - **Experience:** 1–2 years in a medical front office or high-end hospitality role preferred. - **Interpersonal Skills:** Exceptional empathy and a "soft" communication style, essential for interacting with patients in pain. Awareness of environmental triggers (willingness to maintain a scent-free and low-lighting environment). - **Organizational Skills:** Ability to multitask between administrative duties and physical inventory tasks. - **Technical Proficiency:** Familiarity with Electronic Health Records (EHR) and basic scheduling software. Strict adherence to HIPAA guidelines and maintaining patient confidentiality at all times. ## **Physical Requirements** - Ability to stand/walk for extended periods while escorting patients. - Ability to lift up to 20 lbs for stocking medical supplies and moving packages. ## Location Information This role is located at our Irvine, Orange County CA Clinic Location. ## Hours This is a part-time role starting at 1 day a week (Wednesdays, 8 AM–5 PM), with the potential for more days/hours as the clinic's local patient volume expands. **Diversity & Inclusion** Diversity is built into our DNA with a founding team representing POC, female, disabled, and LGBTQ+ founders. We strongly encourage candidates from all backgrounds to apply — many successful candidates may not meet every requirement. Studies show underrepresented candidates often only apply when meeting 100% of qualifications; we'd love to hear from you even if you don't check every box. *Haven Headache and Migraine Center is proud to be an equal-opportunity employer.*