Employment opportunity – Front desk and Office Manager

Seeking full-time Front Desk & Office Manager
Following a highly successful first year in our new, expanded clinic space, we are looking for a stellar, full-time front desk & office manager to grow with us in downtown DC. Our clinic offers several services: affordable acupuncture, herbal medicine, as well as holistic health and spiritual counseling.
  • Peaceful, beautiful working environment in the heart of downtown DC (Dupont Circle), often referred to by patients as an “oasis” and “sanctuary” in the middle of the city.
  • Great work-life balance
  • Flex your organizational, patient-facing, educational, creativity, writing and marketing muscles.
  • “Heart-centered” organizational culture, characterized by professionalism, integrity, transparency and open communication.
  • Grow with us, and be an integral part building a new kind of holistic health clinic.
  • Work with wonderful people: practitioners who are dedicated to helping people become healthier and happier.
  • All ages welcome to apply.
  • $35K/year salary.
  • 4 weeks paid vacation.
  • Herbal medicine.
  • Payment for health insurance.
  • Work days/hours: Sunday-Thursday, 7:30am-4:30pm
  • Desired start date: June 1, 2015.
Who we’re looking for
A happy, warm, ultra-organized, detail-oriented, people-person powerhouse. You are up to the task of being the heart, face and “orchestra conductor” for a buzzing clinic in Dupont Circle. This means that you:
  • love people and show it through professionalism, warmth, kindness and patience;
  • are presentable and polished;
  • are eager to learn about holistic healthcare (to better educate our prospective and current patients), or are already familiar with the field;
  • apply creativity, logic and initiative to perfecting and implementing organizational systems and business processes.
You love the idea of being at the helm of a smooth-running operation. You also understand the fact that you are a VERY important part of the patient experience, and your interactions reflect that understanding. Patients come in for acupuncture, herbal medicine and holistic health counseling, but their experience starts as soon as they set foot in the door. You will be the first and last person they see at their appointment, and you will be holding a warm, “sanctuary” energy for them.You have an active interest in growing spiritually, as a person. You appreciate and seek a heart-based work environment, characterized by professionalism, transparency, integrity, kindness and communicativeness – egos and drama left at the door! You approach your colleagues (acupuncturists/herbalists) in this way and expect them to do so as well.
Appreciate a good work-life balance
A lot of our patients seek treatment for stress symptoms resulting from overwork. It is our duty to ourselves and our patients not to follow the same path! This is why we take an hour for lunch and carve out four weeks of vacation per year (inspired by Fritz Smith of Zero Balancing’s “1 week per quarter” rule).
Roles, responsibilities & strengths
You will oversee and execute most aspects of the clinic’s operations, learning the nuts and bolts of how to run a healthcare business. Operations and related tasks and strengths include:
  • Manning the front desk: checking patients in/out, running payments for services and products, answering the phone, fielding a myriad of questions from patients. You are the go-to expert on the day’s schedule. You’ll be a reference for our practitioners and keep them up-to-date with any relevant news and changes to the schedule (or patient needs). There are lots of odds and ends to track, so it’s a good thing that you’re extremely well organized, thorough and detail-oriented.
  • Contributing to and managing insurance processing: preparing superbills, interfacing with our insurance processor, processing EOBs, and being a resource to patients about their insurance coverage for acupuncture (or lack thereof).
  • Acting as the steward for our beautiful facility: noticing and taking action when things need fixing, ensuring that everything is functional and attractive.
  • Making things better: when you arrive, certain systems and processes will be in place. You will have creativity and initiative for suggesting ways to do things better and more efficiently. You are proactive.
  • Marketing: you’ll be tapped to help out our Marketing Manager, as we will be producing a lot of content for patient education, the website, our blog, social media and a YouTube channel. As such, you’ll be using your creativity and excellent writing skills.
  • Educating patients: patients see you as a resource – almost as much as the practitioners! You understand the need to respond to their questions intelligently. As such, you like to learn, and you learn quickly. You’ll have a lot to study up on, from how insurance claims work to how acupuncture works.
  • Working well with others and demonstrating accountability: patients are not the only people with whom you’ll interface. You will also regularly meet with Jeremy and Nadia, the clinic co-founders. We will have regular staff meetings to share feedback and concerns, and progress on your roles and responsibilities.
  • Being a morning person: Your hours are Sunday-Thursday, 7:30pm to 4:30pm, so you are a morning person.
Career potential
As you get to know our operations, we would like you to grow into a Operations Director, taking on an even stronger managerial role and increasing your level of autonomy.
Benefits of working at our clinic
  • Feel like you’re helping people: you’ll be an important part of helping people feel better, both physically and mental/emotionally.
  • Be part of developing an innovative and groundbreaking model in the healthcare arena (we do things differently than most acupuncture clinics).
  • Good work-life balance with 4 weeks of paid vacation leave.
  • Enjoy a beautiful work environment: an attractive, professional 1300 square foot facility that patients often describe as an “oasis” in the city. Includes lovely office/admin area, waiting room, private room for consultations, large treatment rooms with tables behind private stalls.
  • Write about interesting topics: you will be contributing to our blog, which outlines the myriad ways that “healers heal themselves”, covering everything from herbal medicine to meditation and workspace ergonomics.
  • Enjoy our location in one of DC’s most popular neighborhoods (Dupont Circle), one short block from the metro and multiple bus lines.

About the clinic

The clinic owners
At Transformational Acupuncture, we combine affordable acupuncture, holistic health counseling, herbs, patient education and structured treatment plans to help our patients achieve radiant health. Here you would be working closely with clinic owners Jeremy Riesenfeld, M.Ac., L.Ac. (clinic founder and lead acupuncturist) and Nadia Bouhdili, MBA (operations, marketing, and clinic management). If you apply to this position, please include the word “reishi” in the subject line.
Patient education
Patient education is an absolutely vital aspect of the way we deliver treatment. We have found that when patients understand how acupuncture works, and how acupuncture, herbs, and/or holistic/spiritual counseling can help their chief complaint(s), they are much more likely to book future sessions, and come in long enough to see meaningful and lasting results. In particular, we have found that a physiological explanation of how acupuncture works for both pain and sympathetic/parasympathetic nervous system regulation (think digestion, breathing, blood pressure and circulatory system, anxiety, stress, and depression) have made it easier for our clients to understand what acupuncture is doing to their bodies, and why they’re experiencing such wonderful results. We are in the process of developing our educational materials on holistic health and spiritual counseling.
We are different from most acupuncture clinics because our staff of practitioners work on a full-time, salaried basis (rather than part-time, commission-basis). This makes the particularly dedicated to the clinic and the patients here, and makes for a particularly strong “team” feel.  We currently have two full-time acupuncturists (Jeremy, the founder, and Andrei, our acupuncturist and herbalist), and an Operations/Marketing Director (Nadia, also co-founder). A third acupuncturist will be joining us in June, and we have plans to hire a resident acupuncturist at the beginning of 2016.
Meditation classes
We have a classroom space where teachers offer a limited number of meditation and qigong classes/workshops.
Please send a resume and cover letter to after reading through the entire job description above. If we are interested in moving forward with the hiring process, we will contact you within 48 hours of receipt of your application. Please note that we will not consider applications that are incomplete – please read the above instructions and the job description carefully. We look forward to hearing from you!

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