Click a team member to view their onboarding status in detail.
you’re here, Maya.
Our Mission
At Bloom Wellness Studio, we believe that healing happens in a space of trust, warmth, and genuine human connection. Every person who walks through our doors deserves to feel seen, heard, and supported.
As a member of our team, you are a direct extension of that mission — whether you’re greeting a client at the front desk, supporting a session, or keeping the space running smoothly behind the scenes.
Our Core Values
- 🌿Whole-person care — We see our clients as full human beings, not just appointments on a calendar.
- 🤝Radical warmth — Every interaction — with clients and each other — starts from a place of genuine kindness.
- 🔐Confidentiality always — Client privacy is sacred. What happens here, stays here.
- 🌱Growth mindset — We’re always learning — from our clients, from each other, and from ourselves.
A few key things to know before your first day. These keep our studio running smoothly and our clients feeling safe.
Key Policies
Confidentiality & HIPAA
All client information is strictly confidential. Never discuss client names, appointments, or details outside of work — including with family or friends. You’ll complete a formal HIPAA acknowledgment before your first shift.
Scheduling & Attendance
If you need to miss a shift, notify your supervisor at least 4 hours in advance by phone — not text or email. Reliability is critical when clients have standing appointments.
Dress Code
Professional and calm. Solid colors preferred. Avoid strong fragrances — many of our clients have sensitivities. When in doubt, ask your supervisor.
Phone & Personal Devices
Phones on silent during all client-facing hours. Personal calls taken only during scheduled breaks, away from the reception area.
Check off each item as you complete it. Your supervisor will review this with you at your end-of-week check-in.
Before Day 1
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✓Complete this onboarding portalBefore your start date
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✓Return signed offer letter and HIPAA acknowledgmentBefore your start date
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Set up work email and confirm access to scheduling systemDay 1
Days 1–5
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Shadow a senior team member during client intakeDay 1
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Learn the scheduling and booking systemDays 1–2
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Meet with your supervisor for your 3-day check-inDay 3
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Handle your first solo client check-in with supervisor nearbyDays 3–4
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End-of-week check-in with supervisorDay 5
A quick overview of your core responsibilities as a Front Desk Coordinator at Bloom.
Your Core Responsibilities
- 📅Scheduling — Managing client appointments, cancellations, and waitlists with care and accuracy.
- 📞Client Communication — Answering phones warmly, responding to inquiries, and relaying messages to therapists promptly.
- 💳Billing & Payments — Processing payments, issuing receipts, and flagging billing questions to the office manager.
- 🧹Studio Upkeep — Keeping the reception area calm, clean, and welcoming throughout the day.
Handling Difficult Situations
You may occasionally encounter clients who are distressed, confused, or frustrated. Remember:
Always stay calm and warm
Your energy sets the tone. Take a breath, make eye contact, and acknowledge their feelings before trying to solve anything.
Know your limits
If a client is in crisis or a situation feels beyond your training, immediately and discreetly involve a therapist or your supervisor.
Just 3 quick questions to confirm you’re ready to go. You can retake this if needed.
- Confirm if the friend is a regular client you recognize
- Decline to confirm or deny — all client information is confidential
- Transfer the call to the therapist to handle
- Send a text message to your supervisor
- Email the office at least 24 hours ahead
- Call your supervisor at least 4 hours in advance
- Immediately find their therapist
- Stay calm, acknowledge their feelings, and assess the situation
- Ask them to take a seat and wait for their appointment