Clinic Receptionist

Job Summary

Position Type:  Regular/Full-time; schedule: 8:30-5, Monday-Thursday

Friday 8:30-2:30 pm

All changes due to vacation/illness/offsite events/etc. should be approved by the Director of Clinical Services and noted on the HCFW Group Calendar

Work Environment:    This job operates in a professional office environment. This role routinely uses standard office  equipment such as computers, telephones, photocopiers, filing cabinets and fax machines.

Mission

Hope Clinic for Women is a faith-based, safe and confidential place for anyone dealing with life choices regarding past, present and future pregnancies. We provide medical care, professional counseling, education, referrals, mentoring and practical support for anyone regardless of age, race, religion, or ability to pay.

Vision

Hope Clinic for Women is a Christ centered ministry existing to honor the sanctity of all human life as exemplified by:

• Teenagers and single adults choosing abstinence until marriage;

• Women and men choosing life for their child in the midst of a pregnancy;

• People experiencing God’s grace and forgiveness after an abortion;

• The transformation of hearts and lives by discovering the purpose/potential God intended for all His children.

Job Responsibilities

Description: 

Duties Before Clinic Opens to Clients (8:30-9:00 am)

• Be prompt and ready to begin at 8:30 am

• Unlock doors/cabinets, turn on lights and radio

• Check communal areas (pillows, magazines and kid’s area) in morning (and throughout the day)

• Send email invoices for online counseling appointments

Duties throughout the Day 

• Greet all guests including clients, donors, volunteers, and other visitors

• Ensure clients complete all appropriate paperwork

• Notify staff when visitors/clients arrive

• Receive in-kind clothing room donations and file donation forms completed by donors

• Answer and direct incoming phone calls

• Monitor incoming client messages via text and Yosi

• Manage and respond to appointment requests submitted via website forms

• Schedule client visits and send electronic paperwork as needed

• Field incoming pregnancy calls or walk-ins with patience and calm, assigning to appropriate provider

• Accurately secure fees from paying clients (medical and counseling)- including processing credit cards and cash payments as well as emailing invoices for telehealth appointments.

• Ensure clients completed satisfaction survey before leaving

• Ensure clients have booked their next appointment (if applicable)

• Distribute all incoming mail

• Manage inventory and order office supplies, ensuring all receipts are properly uploaded and recorded

• Work with the Clinical Director to schedule coverage during absences

• Bring donated/maternity items down to donation room

• Log walk-in data in MS excel spreadsheet

• Assist with tracking Client Satisfaction Survey data

• Manage all records requests and faxes, ensuring timely processing and proper documentation

• Create and maintain provider schedules; block time as needed for time off, meetings, closures, and other changes.

• Keep phone scripts current by updating them as needed for clinic closures, staff retreats, and holidays

• Support training for volunteer client schedulers and staff as needed

• Act as designated super user for Athena and Yosi, including managing user settings, troubleshooting issues, and serving as the point of contact for system updates or training.

• Other projects as needed

Duties after clients exit and before clinic closes (4:30 – 5:00 pm or 2:00-2:30 pm Fridays)

• Key in pregnancy call logs into daily tracking spreadsheet

• Water plants and refill supplies in common areas

• Perform a weekly Friday audit of fees collected, ensuring they align with booked appointments

• Assist with final cleaning, closing, locking, and securing of building

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Meetings:

• All staff working 10+ hours a week are expected to attend all staff check ins Tuesday/Friday mornings at 8:30 am and monthly in-service trainings

• Quarterly Staff retreats (usually on a Friday, 8:30-2:30)

• All full-time staff are required to work a 4-6-hour shift for key agency-wide fundraising events. This will either be a mix of set-up/during or clean up. Events include: Annual Gala and Cider Carols.

Qualifications

Preferred Qualifications/Skills 

• Patient, empathetic, quality-focused approach to customer service

• Front-desk or other experience in a medical/clinical setting

• Experience with EHR software

• Ability to handle a fast-paced environment and prioritize tasks based on importance

• Excellent communication and problem-solving skills

• Proficient in Word, Excel, Office 365 and SharePoint

• Ability to quickly learn and adapt to new technologies

• Detail-oriented and organized

• Bilingual Spanish/English

Additional Information

Benefits

Hope Clinic for Women

Employee Benefits Review

Hope Clinic for Women offers a wonderful set of benefits for employees.  We understand that benefits can keep, attract, engage, and retain employees.  We strive to be both compassionate and competitive so that our employees feel welcomed and supported throughout their employment.  Below is a list of benefits we offer.

• Health, Dental, and Vision – Full-time employees are eligible to enroll on the 1st day of the month after 60 days of employment.  The company pays a set amount (this year that is $600 per month, per employee).  If the insurance rates are higher than $600, the employee pays the difference.  If the employee prefers insurance from an outside 3rd party, that employee may be reimbursed that amount monthly up to $600 from the company.
• 401(K) Match – All employees are eligible to sign up for the retirement plan on the 1st of the next quarter following 60 days of employment.  The company pays a match of 25% of every dollar from the employee into their plan. The company match maxes out when the employee puts in 8% of their salary, although employees may certainly contribute more than that 8%.
• Paid Holidays – This benefit is for full-time employees. Hope Clinic currently has 13 paid holidays.  
• Vacation Days – Full-time employees begin with 10 vacation days a year they may use.  Vacation days are accrued and used on a calendar year, Jan 1st-Dec. 31st.  An employee may roll up to 5 unused vacation days into the next calendar year.
• Paid Time Off (PTO) for Part-Time Workers –  Part-time workers are allowed up to 3 Sick/Personal Days a year. These 3 days may be used for an emergent need, such as the employee’s personal health, family care leave, etc.
• Personal/Sick Days– Full-time employees have 6 days a year they can use for sick/personal time.  These days are accrued throughout the calendar year.  Personal/Sick Days cannot be rolled over into the next year.
• Birthdays Off – Full-time employees are eligible to have a paid day off for their birthday that is to be taken around a week before or after their birthday.
• Counseling Services – All employees are eligible for up to 8 sessions of company paid counseling. If an employee would like to set this up, please speak with the CEO.  This service is done by a 3rd party counseling agency, and we handle all issues with the highest confidentiality.
•  Maternity/Paternity Leave – Full-time employees are eligible.  Hope Clinic for Women will pay for 8 weeks of maternity and 2 weeks of paternity for employees. 
• Chaplain Services – All employees eligible.  Hope Clinic partners with a 3rd party to give us access to our own chaplain.  Our current chaplain, Sarah, comes onsite and can be reached by phone or online meetings.
• SmartDollar Financial Wellness – All employees eligible. Financial wellness trainings, tools through Financial Peace University, budget app (EveryDollar), free tax filing (SmartTax), 1:1 financial coaching, retirement planning, debt payoff plans, available for staff and their family.   
• Bonuses – All employees are eligible.  If Hope Clinic for Women has a good year, financially, and if the board approves, we may provide bonuses for employees at the end of our program year. 
• Staff Retreats – Once a quarter, Hope Clinic invites all employees for a one-day staff retreat.  We will go over vision, training, planning, and fun activities.
• Company supplied – laptops, free parking unless our parking lot gets full, continuing education, and ongoing training are offered to employees with some restrictions. 
• Remote Work– If reasonable, Hope Clinic may offer an employee the chance to do some of their work from home or other location other than the workplace. 
• Shortened Work Week– Hope Clinic for Women closes every Friday at 2:30pm for all staff.
• Staff Events – On occasion, all staff are invited to a fun team event such as a Nashville Sounds or Predators game.  We also receive tickets sometimes to various events around town and we like to share them with employees. 

How to Apply

To apply for this position, please complete the application and send your resume to Carlyn Buhler, View email address on cnemt.org. No phone calls or drop-ins, please. Hope Clinic Pre-Interview Application – Clinic Receptionist – Fill out form

Details

• Date Posted: May 13, 2026
• Type: Full-Time
• Job Function: Administrative
• Service Area: Social / Human Services
• Start Date: 06/01/2026
• Working Hours: Regular/Full-time; schedule: 8:30-5, Monday-Thursday   Friday 8:30-2:30 pm