Join the Krewe at Pin IT Up

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Pin IT Up – A Holistic Boutique is a locally loved wellness center located in the heart of historic Main Street Sykesville. Our clinic currently provides Acupuncture and Holistic Wellness Coaching, and we will soon be expanding to include additional holistic wellness modalities as we continue to grow.

Our mission is simple. Help people feel better and live healthier lives.

Patients come to Pin IT Up not only for care, but for an experience. We believe wellness should feel welcoming, supportive, and professional while still maintaining a warm and personal atmosphere.

Our team culture is important to us. Around here we refer to our team as our Krewe, and we value people who care about their work, enjoy helping others, and take pride in creating a positive experience for everyone who walks through our doors.

We are currently hiring one to two Front Desk Administrative Coordinators to support our clinic operations.

Work Location

This is an in-office position located in Sykesville, Maryland.
This role requires working on site at the clinic and is not a remote position.

Schedule

This position typically ranges between 10 and 29 hours per week depending on availability and clinic needs.

Regular recurring coverage includes (Admin shifts start 30-60 minutes prior to the 1st patient and end after the last patient is checked out and closing procedures are completed):

• Tuesday 2:00PM-9:00PM
• Wednesday 2:30PM-9:00PM
• Thursday 9:00AM-2:00PM

*Upcoming Monday afternoon-evening hours to be added

Additional hours may occasionally be offered when additional coverage is needed.

Position Overview

The front desk team plays an essential role in the daily operation of the clinic. This position serves as the first point of contact for patients, helping create a welcoming and organized environment from the moment someone enters the clinic.

Responsibilities include scheduling coordination, patient communication, administrative support, and assisting providers in maintaining a smooth daily workflow.

The ideal candidate is organized, friendly, professional, and comfortable managing multiple responsibilities in a busy but supportive environment.

Key Responsibilities

Front Desk Operations

• Welcome and check in patients
• Answer phones, emails, and messages professionally
• Maintain a welcoming and organized reception area
• Assist with patient check in and check out

Scheduling and Calendar Management

• Schedule and confirm patient appointments
• Maintain provider calendars and treatment room availability
• Communicate schedule updates clearly to patients and providers

Administrative and Medical Records

• Maintain patient records in both digital and physical systems
• Assist with intake forms and documentation
• Follow HIPAA privacy and confidentiality standards
• Help maintain organized medical files and office documentation

Technology and Systems

• Work with scheduling software and digital office tools
• Learn new systems as our clinic evolves and grows
• Assist with improving administrative workflows and systems

Multitasking and Workflow

• Manage patient flow while completing administrative tasks
• Maintain a calm and professional front desk presence during busy periods
• Track tasks and ensure important items are completed and followed up

Executive Support

Provide (as needed) administrative support to clinic leadership and operations planning.

Office Maintenance

Maintaining a clean and welcoming clinic environment is part of the role.

Light cleaning is required at the start and end of each shift and may include:

• Tidying reception and treatment areas
• Sanitizing common surfaces
• Maintaining front desk organization

Occasional as needed office cleaning tasks may also be required.

Qualifications

Preferred experience includes:

• Administrative or front desk experience
• Customer service experience
• Medical office or healthcare administrative experience
• Scheduling or calendar management systems
• HIPAA familiarity or patient privacy procedures

Strong candidates will demonstrate:

• Comfort learning new systems and technology
• Clear and professional communication skills
• Ability to multitask and prioritize responsibilities
• Calm and positive interaction with patients and coworkers

Bonus experience:

• Jane App or similar medical scheduling software
• Health insurance verification or billing familiarity
• Experience working in wellness or healthcare environments

Physical Requirements

Occasional lifting of up to 50 pounds may be required for office supplies or equipment.

Compensation and Benefits

Hourly pay ranges from $15.00 to $25.00 per hour depending on experience and qualifications.

Weekly hours generally range between 10 and 29 hours depending on scheduling needs and availability.

Benefits include:

• Employee wellness service discounts
• Supportive and collaborative work environment
• Opportunity for growth within the clinic

Additional benefits may become available after extended employment.

Additional Requirements

• Must maintain strict HIPAA confidentiality standards
• Must be legally authorized to work in the United States
• Employment is contingent upon passing a background check
• A 90 day introductory period is required
• A confidentiality agreement will be required upon hire

A Note About Career Goals

Many members of our team stay with us long term as we grow together.

However, we also understand that some candidates may be looking for a seasonal opportunity or a role lasting one to two years while building experience, and we are open to considering those applicants as well.

Pre-Screening Questions

1. What is your available start date?

2. What hours are you available to work including weekdays, evenings, and weekends?

3. What experience do you have with administrative work including physical files and office software? Which software systems have you used?

4. How comfortable are you learning new software or systems?

5. If you learned a system and then the system changed within a few months, how would you approach adapting to the new system?

6. How comfortable are you with multitasking and managing priorities so that important tasks do not fall through the cracks?

7. What are your strengths and weaknesses in a work environment?

8. How would you describe your communication skills in the following situations:
   face to face communication
   phone communication
   written communication such as email or text

9. What experience do you have managing calendars or scheduling systems?

10. How comfortable are you using scripts or training guidelines at first and then making the communication feel natural while still following protocols?

11. Do you have experience working with HIPAA or patient privacy standards?

12. What experience do you have working with health insurance, if any? Please explain.

13. Do you have experience working administratively in a medical or healthcare setting? If so, please explain.

14. What interests you about working at Pin IT Up – A Holistic Boutique?

15. What are your professional goals over the next two years, five years, and ten years?

16. How would you handle a situation where a patient cancels an appointment last minute and becomes upset about a late cancellation fee that is part of the policy they previously agreed to?