Front Desk Receptionist

BFF Medical Wellness Clinic | Temecula, CA

About BFF

We're a membership-based functional medicine and aesthetics clinic redefining what accessible, proactive healthcare looks like. High standards. Warm vibes. Room to grow. Our patients aren't transactions—they're people on a health journey, and we're their partner every step of the way.

At BFF, we believe in the power of relationships. We remember names. We notice when something's off. We celebrate wins. This isn't a sterile waiting room—it's a place where patients feel seen, valued, and supported.

The Role

We're looking for someone who understands that front desk isn't about checking boxes—it's about setting the tone for every patient's entire experience. You are the first face of BFF. The energy you bring, the warmth in your voice, the way you make someone feel the moment they walk through our doors—that's what defines us.

This role is not for someone who operates on autopilot. We need a person who can read a room, adapt to different personalities, and turn a stressed-out patient into someone who feels heard and cared for. Someone who knows when to be playful and when to be professional. Someone who builds real connections—not just polite small talk.

If you've ever worked in hospitality, you know what we mean. The front desk is hospitality. It's anticipating needs before they're spoken. It's remembering that Mrs. Rodriguez always runs five minutes late but is one of your most loyal members. It's knowing when to give someone space and when to check in.

What You'll Own

Hospitality & Patient Experience

• •Create a warm, welcoming environment from the moment patients arrive—greeting them by name whenever possible
• •Build genuine relationships with patients that make them feel like they're coming to see friends, not just a clinic
• •Stay composed and graceful under pressure—when patients are frustrated, you de-escalate with empathy, not defensiveness
• •Anticipate patient needs and proactively address concerns before they become problems
• •Represent BFF's brand values in every interaction—professional yet personable, efficient yet warm
• •Understand our membership model inside and out—and communicate its value with genuine conviction
• •Educate patients on the benefits of BFF membership: access to providers, health coaching support, monthly treatments, and deeply discounted add-ons
• •Know how our pricing compares to market rates (we're 40-70% below competitors) and share this confidently
• •Support retention by helping members see the ongoing value of their wellness journey with us
• •Convert interest into enrollment by matching services to patient goals—not through sales pressure, but through genuine alignment
• •Manage patient check-in and check-out with efficiency and accuracy
• •Schedule and confirm appointments, optimizing provider calendars to maximize patient access
• •Answer phones, texts, and emails with a polished, compassionate tone—responding promptly and professionally
• •Process payments, membership fees, and transactions accurately
• •Ensure all intake forms, consents, and documentation are complete and HIPAA-compliant
• •Maintain a clean, organized, and brand-forward reception area
• •Gather clear information about patient concerns and feedback—we need to understand why patients are happy or unhappy
• •Follow established protocols for handling common situations independently
• •Escalate appropriately—medical concerns to providers, complex issues to leadership—without unnecessary bottlenecks
• •Communicate proactively with clinical and administrative staff to ensure seamless patient flow
• • You're genuinely warm and relational. You light up when you see a familiar face. You ask about people's kids, their vacations, their goals. Connection isn't something you perform—it's who you are.
• • You stay composed under pressure. When things get hectic or a patient is upset, you don't match their energy. You stay grounded, listen, and find a path forward.
• • You're naturally adaptable. You can read the room. You know when to be lighthearted and when to be serious. You adjust your approach based on who's in front of you.
• • You believe in what we're building. You're excited about wellness, curious about our services, and proud to tell people why BFF is different.
• • You close loops and follow through. You don't let things fall through the cracks. If you say you'll call someone back, you do. Details matter to you.
• • You see leadership in your future. This role is a launching pad. We're growing fast and need people who want to grow with us.
• •Front desk, concierge, hospitality, or medical receptionist experience strongly preferred
• •Proven success in fast-paced, high-touch environments where relationships matter
• •Tech-comfortable: able to learn scheduling systems (Jane), EMR platforms, and digital payment tools quickly
• •Excellent verbal and written communication skills with impeccable phone presence
• •HIPAA awareness; CPR/BLS preferred or willingness to obtain
• •Bilingual (English/Spanish) is a strong plus
• • **Training & Development: **Deep training on our membership program, services, and patient experience playbooks
• • Expanded Scope: Take on coordinator responsibilities—events, reviews, inventory, onboarding new hires
• • Leadership Pathing: As we grow, advance into lead or front-office supervisor roles based on performance and mastery

Membership Champion

Front Desk Operations

Communication & Escalation

You'll Thrive Here If...

Qualifications

What Growth Looks Like Here

BFF is not your average clinic. We're young, ambitious, and growing—with plans to open many more locations. That means opportunities that don't exist anywhere else.

The Bottom Line

We're not looking for someone who just answers phones and checks people in. We need someone who understands that every patient interaction is an opportunity to build loyalty, reinforce our value, and make someone's day a little better.

If you're the kind of person who remembers names, stays calm when things get chaotic, and genuinely cares about making people feel welcome—we want to meet you.

This is hospitality meets healthcare. And we need someone who can deliver both.