Front Desk Associate / Back Office

About Millie

Millie is a new kind of maternity clinic, built by moms and care providers who've been there. We're reimagining the U.S. maternity experience with a tech-enabled OB/Midwifery model — extended by virtual care and remote monitoring — to deliver care that's more complete, continuous, and inclusive, from conception through the first year of parenthood. Our maternity and gynecology services are covered by all major insurance plans, including Medi-Cal.

We know we're succeeding when every patient, regardless of background:

• Feels seen and heard as a whole person
• Feels confident and supported in their decisions
• Can easily reach trusted, skilled support when and how they choose
• Experiences a healthier reproductive journey — fewer preterm births, NICU stays, and C-sections; earlier detection of complications; and a genuinely better experience along the way

This is a chance to raise the bar for maternity care alongside a team that takes that mission personally.

About this role

The front desk is the first face every patient sees and the last voice they hear — it sets the tone for their entire experience at Millie. This is not a sit-and-wait reception job. You'll own the flow of the clinic: anticipating what patients and clinicians need before they ask, solving problems on the spot, and noticing the small things that make someone feel cared for on what may be one of the most vulnerable days of their life.

We're looking for someone who treats this as the start of a career in healthcare, not just a job — and who wants to grow into more responsibility over time. If you take pride in being the person who shows up, follows through, and makes the whole operation run smoother, you'll thrive here.

What you'll own

Front desk & patient experience

• Set the tone: greet every patient warmly and professionally, in person and by phone, so they feel welcomed and at ease
• Run check-in and check-out, including co-pay collection and appointment reconciliation, with accuracy and care
• Register new patients and keep records and schedules precise in Epic EHR
• Answer multi-line phones, route calls, and respond to patient questions promptly — owning each inquiry until it's resolved
• Schedule appointments and manage provider calendars to keep the day running without gaps
• Open and close the clinic, making sure the front office is ready and secured each day

Care coordination & administration

• Manage referrals and coordinate care with outside providers and facilities
• Handle insurance verification and prior authorizations for procedures, medications, and specialist visits
• Manage patient follow-up communications and messaging on behalf of providers
• Maintain clinic staff schedules and get ahead of coverage gaps before they become problems
• Partner with the Clinic Manager on administrative projects

Back office & clinical support

• Support clinical staff within scope, including rooming patients and recording vitals
• Spot ways to streamline workflows and improve patient flow — and bring those ideas forward
• Take on administrative work that directly supports patient care
• Follow all applicable state regulations and clinic guidelines

Who you are

• A self-starter. You see what needs doing and do it without being asked. Downtime is an opportunity, not a break.
• Reliable. Your team can count on you to be here and to follow through. You understand that when you call out, a patient and a colleague feel it.
• Patient-obsessed. You go the extra step because you genuinely care how someone's day goes, not because it's in the job description.
• Calm under pressure. You juggle a full waiting room, a ringing phone, and a clinician who needs help — and keep your accuracy and your warmth.
• Growth-minded. You want to learn the business of healthcare and take on more over time.

What you'll need

• 2+ years in a front desk, receptionist, or patient services role in a healthcare setting
• Hands-on Epic (or similar) EHR experience — scheduling, registration, and patient record management
• Experience with insurance verification and prior authorizations
• Strong communication skills and a real commitment to patient service
• Ability to multitask accurately in a busy clinical environment
• Knowledge of medical terminology, HIPAA, and healthcare compliance
• Comfort with standard office software (Google Workspace, Slack, Zendesk)

How we'll invest in you

• Competitive salary
• A path to grow — our goal is to promote from within, and we want this role to be a launchpad
• A collaborative team and a real voice in building a new standard for maternity care

At Millie, we're committed to health equity and culturally competent care. We prioritize, affirm, and celebrate diversity within our team, providers, and patients. We strongly encourage BIPOC and LGBTQ+ individuals, veterans, and people with disabilities to apply.

• Medical Coverage (ICHRA)
• 401k
• Paid time off