Medical Receptionist (Front-of-House Lead) — San Marcos, CA

BFF Medical Wellness Clinic

About Bff

We’re a membership-based functional medicine and aesthetics clinic focused on proactive health and an exceptional patient experience. We’re a young, growing practice—high standards, warm vibe, and room to grow with us.

Role Snapshot

We’re seeking a confident, adaptable, quick-learning Medical Receptionist to own the front-of-house. This is not a sit-and-answer-phones role—you’ll orchestrate clinic flow, communicate clearly under pressure, and help patients understand our membership model and services.

What You’Ll Lead

• Front-of-House Command: Greet, register, and guide patients; manage lobby flow and room turns so providers stay on time.
• Patient Communication: Put people at ease; explain membership, processes, and procedures with clarity, warmth, and precision.
• Scheduling Excellence: Book/confirm appointments, coordinate follow-ups and series visits, reduce no-shows.
• Professional Comms Hub: Handle calls, texts, and emails promptly with a polished, compassionate tone; escalate appropriately.
• Detail-Driven Admin: Complete accurate intake, consents, payments, and chart notes; track and close tasks without drop-offs.
• Operational Rhythm: Opening/closing routines, daily checklists, tidy and brand-forward lobby/retail presentation.
• Education & Advocacy: Confidently discuss services and capacities; reinforce care plans and next steps.
• Compliance: Protect privacy and uphold HIPAA and clinic policies at all times.
• Confident & Composed: Lead conversations, de-escalate stress, and stay calm when it’s busy.
• A Standout Communicator: Clear verbal skills, active listening, professional vocabulary, and excellent phone presence.
• Fast Learner & Adaptable: Pick up new systems, protocols, and clinical language quickly.

You’Ll Thrive Here If You Are

• Detail-Obsessed Finisher: You follow through, close loops, and catch small errors before they become big ones.
• Patient-First Teammate: Reliable, accountable, collaborative with providers and staff.
• Health & Wellness Oriented: Genuine enthusiasm for functional medicine and aesthetics.
• Front desk/concierge or medical receptionist experience highly preferred (med spa or clinic a plus).
• Success in fast-paced, high-touch environments.
• Tech-comfortable: scheduling/EMR, online forms, digital payments, texting platforms.
• Strong written skills and impeccable phone etiquette.
• HIPAA awareness; CPR/BLS preferred (or willing to obtain).
• Bilingual (English/Spanish) is a plus.

Qualifications

What Growth Looks Like Here

• Skill Development: Training on our membership program, clinical language, and patient experience playbooks.
• Scope Expansion: Opportunities to take on coordinator responsibilities (events, reviews, inventory cues, onboarding).
• Career Pathing: As the clinic grows, potential to advance into lead/front-office supervisor roles based on performance and mastery.

Schedule & Compensation

• Schedule: Full-time. Availability for Saturdays preferred.
• Compensation: Competitive hourly, commensurate with experience.
• Benefits/Perks: Training, supportive team culture, staff rates on select services.