Clinic Services Representative

Front Desk Coordinator

At Haven Headache and Migraine Center, we're building the future of headache careone 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: 12 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 AM5 PM), with the potential for more days/hours as the clinic's local patient volume expands.

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.

Haven Headache & Migraine Center