Receptionist

Receptionist – Won Institute Clinics

Position Type: Part-Time

Schedule:

• Mondays: 1:30 PM – 6:00 PM
• Wednesdays: 1:30 PM – 6:00 PM
• 1–2 Saturdays per month: 9:00 AM – 3:30 PM

About Won Institute & Our Clinics

Located in Warminster, Pennsylvania, Won Institute of Graduate Studies is a nonprofit institution dedicated to educating future healthcare professionals in Acupuncture and Chinese Herbal Medicine. Our on-site clinics provide compassionate, affordable care while serving as a hands-on learning environment for our students. Our clinics include a Professional Acupuncture Clinic , Student Intern Clinic , Community Acupuncture Clinic , and Veterans Acupuncture Clinic , serving a diverse patient population throughout the region. The Receptionist plays an important role in ensuring every patient, student, faculty member, and visitor receives a warm, welcoming, and professional experience from the moment they arrive.

The Won Institute Clinics are seeking a warm, dependable, and personable Part-Time Receptionist to join our team. If you enjoy helping people, providing exceptional customer service, and being the friendly face that greets patients each day, we'd love to hear from you.

Position Summary

The Receptionist is the first point of contact for the Won Institute Clinics and helps create a positive, professional, and welcoming experience for everyone who visits our campus.

The ideal candidate is friendly, approachable, organized, and dependable. They enjoy interacting with people, are comfortable answering phones, and thrive in a fast-paced environment while balancing a variety of administrative responsibilities. This role requires someone who can work independently while also collaborating effectively as a member of the reception team.

The Receptionist reports directly to the Clinic Director .

Essential Responsibilities

• Welcome patients, students, faculty, and visitors with a friendly, professional, and compassionate demeanor.
• Create, schedule, edit, and manage appointments for several clinics, including appointment reminders, follow-ups, cancellations, and scheduling changes.
• Welcome patients, explain and distribute paperwork, provide appointment instructions, and maintain a clean, organized, and welcoming waiting room.
• Answer incoming phone calls, retrieve and respond to voicemail messages for both the clinics and the Institute, and effectively screen and direct calls to the appropriate department.
• Monitor and respond to clinic email accounts efficiently and promptly.
• Forward institutional emails to the appropriate departments.
• Check patients in and out for appointments.
• Process payments, retail sales, and clinic transactions using Square and other point-of-sale systems.
• Collect, reconcile, and accurately record daily finances for clinics and events.
• Prepare Extended Acupuncture receipts and supporting documentation for patient reimbursement, insurance companies, and patient records.
• Receive, sort, and distribute Institute mail and package deliveries.
• Make copies and prepare clinic paperwork and patient materials as needed.
• Coordinate and track clinic events and special programs.
• Provide training, as needed, to students using Google Calendar for clinic appointments.
• Maintain accurate patient records while ensuring confidentiality and professionalism.
• Communicate effectively with patients, faculty, student interns, and staff.
• Maintain a clean, organized, and welcoming reception area.
• Assist with additional administrative duties and special projects as assigned.

Qualifications

• Friendly, personable, and professional with exceptional customer service and interpersonal skills.
• Comfortable answering phones and communicating with patients in a warm, courteous, and professional manner.
• Experience using scheduling and point-of-sale software, including Acuity Scheduling and Square (or similar platforms), is required.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize responsibilities in a busy clinic environment.
• Ability to work independently while collaborating effectively as a member of the reception team.
• Proficiency with Microsoft Office, Google Workspace, and Google Calendar.
• Dependable, punctual, and able to maintain a high level of professionalism.
• Previous receptionist experience in healthcare, wellness, education, or customer service preferred.
• High school diploma or equivalent required.

Compliance & Institutional Expectations

• Complete and maintain required training in FERPA , HIPAA , and Title IX , and adhere to all related institutional policies.
• Maintain patient confidentiality and handle sensitive information professionally and discreetly.
• Follow all Institute safety regulations, processes, and procedures, including current communicable disease prevention protocols.
• Support Won Institute's mission, values, and professional standards and those of its teaching clinics.

Why Join Won Institute Clinics?

At Won Institute Clinics, you'll join a collaborative team dedicated to compassionate healthcare, education, and community service. Every day, you'll help create a positive patient experience while supporting the education of future acupuncture professionals. If you're looking for meaningful part-time work in a welcoming and mission-driven environment, we'd love to meet you.

How to Apply

Interested candidates should submit a cover letter and resume to:

Doreen Lafferty, Clinic Director

[email protected]

Please use the subject line: Part-Time Reception Applicant

We look forward to learning more about you!