Part-Time Front Desk

Part-Time Front Desk Administrative Assistant

Summit Acupuncture & Herbs
17621 Irvine Blvd Ste 118, Tustin, CA 92780
Part-Time | In-Person | W-2 Employee
Starting Pay: $19/hour

About the Position

Summit Acupuncture & Herbs is seeking a dependable, detail-oriented Part-Time Front Desk Administrative Assistant to support daily operations at our Tustin acupuncture and herbal medicine clinic.

Prior medical office experience is helpful, but not required. We are willing to train the right person.

For this role, we care most about:

• Strong communication skills
• Reliability and consistent attendance
• Attention to detail
• Ability to follow established procedures
• Good judgment and organization
• Willingness to learn and accept feedback

We are looking for someone who can become confident and independent with core front desk responsibilities over time.

Responsibilities

• Greet patients and manage check-in/check-out
• Answer phone calls and respond to texts and emails
• Schedule, confirm, reschedule, and coordinate appointments
• Communicate with new and existing patients regarding:
• Appointment availability
• Pricing
• Clinic policies
• Basic treatment and appointment flow
• General questions before their visit
• Collect payments and maintain accurate daily payment records
• Assist new patients with intake forms, consent forms, and basic administrative steps
• Use Jane App for scheduling and patient information management
• Follow established clinic SOPs and daily task procedures
• Assist with basic insurance verification and patient record organization
• Maintain an organized, clean, and professional front desk area
• Provide general administrative support as needed

Required Qualifications

• Fluent in both English and Chinese (or Spanish)
• Comfortable communicating professionally by phone, text, email, and in person
• Legally authorized to work in the United States and able to work as a W-2 employee
• Reliable transportation and ability to commute consistently to Tustin
• Able to commit to an agreed-upon work schedule
• Punctual, responsible, and dependable
• Patient and professional when communicating with anxious, frustrated, or highly communicative patients
• Strong follow-through and attention to detail
• Able to listen to instructions, receive feedback, and follow established clinic procedures
• Comfortable using basic computer programs, including:
• Gmail / Google Workspace
• Google Calendar
• Google Sheets
• Able to learn new software and workflows efficiently
• Professional, warm, respectful, and able to maintain appropriate patient boundaries

Scheduling Skills

Scheduling is an important part of this position.

Our clinic may operate with two practitioners and 4 treatment rooms, so appointment scheduling requires more than simply filling open time slots.

Training will be provided, but the ideal candidate should gradually learn how to:

• Understand different appointment types and their time requirements
• Coordinate provider and treatment room availability
• Prevent scheduling conflicts
• Reduce unnecessary gaps in the schedule
• Offer patients appropriate appointment options
• Adjust appointments when cancellations or schedule changes occur
• Maintain an organized workflow during busy clinic hours

We value someone who can eventually understand the logic behind the schedule, rather than simply following the calendar mechanically.

Patient Communication

A large part of this role involves direct patient communication.

You should be comfortable speaking with new patients who may have questions about:

• Pricing
• Appointment length
• What to expect during a visit
• Available treatment options
• Scheduling and follow-up appointments

Some customer service or sales communication ability is helpful.

We do not expect aggressive sales. We want someone who can explain options clearly, answer basic questions confidently, and help patients complete the scheduling process.

Experience

Medical office experience is not required. On-site training will be provided.

The following experience is preferred but not required:

• Medical front desk
• Medical Assistant
• Customer service
• Reception or administrative work
• Jane App or another EMR/scheduling system
• Excel or Google Sheets
• Insurance verification
• Medical billing
• Payment processing
• Social media or basic content support
• Interest in acupuncture, Chinese medicine, or healthcare

Schedule

Part-time, approximately 2–3 days per week.

Current priority availability:

• Saturday
• 1–2 weekdays

Specific days and hours will be discussed during the interview.

We strongly prefer candidates who can provide consistent, long-term availability. Once a regular shift is agreed upon, we expect reliable attendance and advance notice whenever a schedule change is necessary.

Compensation

Starting pay: $19/hour

Pay may be adjusted over time based on:

• Relevant experience
• Learning speed
• Reliability and attendance
• Accuracy and independence
• Scheduling ability
• Patient communication skills
• Ability to take on additional administrative responsibilities

Training & Development

On-site training may include:

• Jane App scheduling and patient management
• Clinic scheduling logic
• Patient communication standards
• Check-in/check-out procedures
• Payment collection and daily logs
• Insurance verification basics
• Clinic SOPs and administrative workflows

As core front desk responsibilities are mastered, additional duties may gradually be assigned based on demonstrated proficiency, reliability, and clinic needs.

To Apply

Please submit your resume to:

[email protected]

Please also include a brief introduction addressing:

• Your current city and ability to commute consistently to Tustin
• Your English and Chinese proficiency
• Your regular weekly availability
• Any customer service, front desk, administrative, or medical office experience
• Why you are interested in this position
• Whether you are looking for a stable, long-term part-time position

Job Type: Part-time

Pay: $19.00 - $21.00 per hour

Benefits:

• Employee discount

Education:

• High school or equivalent (Required)

Experience:

• medical or wellness office: 1 year (Required)

Language:

• English (Required)

Ability to Commute:

• Tustin, CA 92780 (Required)

Work Location: In person