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Jane’s Handbook for Hiring, Onboarding, and Training Your Front Desk Staff

January 14, 2022

Hey everyone, 👋

At Allied 2021, our friends from Myodetox presented Hiring, Training & Retaining an Exceptional Front Desk Team, and it was fantastic.

So fantastic, in fact, that we’ve had a lot (like… a LOT) of requests for more resources on this topic.

So, we took Myodetox’s wisdom, sprinkled in a little advice from Jane’s People team, and had a few of our former clinic managers add in their best tips and tidbits, and came up with a handbook of Hiring, Onboarding, and Training Checklists and Worksheets that we hope will be useful as bring on new admin staff.

Click on the image above to open up the handbook!

Feel free to download and print these. Be sure to scroll all the way down to check out some tips from the Jane team as well. 👇


Let’s take a look at what’s inside:

🦄 How to Find a Unicorn: Job Postings & Interviews

🤝 The Welcome Wagon: What to Cover During Onboarding

🧠 Knowledge is Power: Build Your Own Training Program


🦄 How to Find a Unicorn: Job Postings & Interviews

As a business owner or manager, you know that people are your greatest assets. But, finding the right people for your business can be a huge challenge. Sometimes it’s hard to know where to begin.

Job postings are such a great way to show people the type of working environment they would be walking into. Is your office strictly professional, or is it more laid back? Does your team like to go out for drinks on Fridays or share lunch together? This is the space to let that shine through!

For help finding your very own unicorn(s), take a peek at these resources:

  • Page 2-4: Role Assessment & Job Posting Worksheet

  • Page 5: Screening Call Questions

  • Page 6: Interview Categories


🤝 The Welcome Wagon: What to Cover During Onboarding

There’s a lot to learn when starting a new job beyond the duties of the role itself. That’s where onboarding comes in! Introduce your new hire to their coworkers, show them around the space, talk through all the HR stuff, and get them set up with anything they’ll need for training.

To help you plan all the ways you can set your new hire up for success, check out:

  • Page 7: Onboarding Program Checklist


🧠 Knowledge is Power: Build Your Own Training Program

Every role in every business will require unique training, and every new hire may require a different style of learning to succeed. If you take the time to create a plan and gather resources, it will give you the structure you need to train effectively and flexibly.

To help you build your own training program, and provide an idea of how you could structure your trainee’s first week, you can take a look at:

  • Page 8: Training Checklist

  • Page 9: Sample Onboarding & Training Schedule



A few extra tips from the Jane team

Or, a list of the things our incredible hiring, onboarding, and training team learned the hard way. 😉

K.I.S.S. (Keep It Simple Smartiepants)

  • There are plenty of fancy programs you can use to build your own training programs, but unless you’re pretty tech-savvy, these can add an extra layer of time and stress. Start with whatever feels easy for you: have the person in the job jot down their day-to-day, throw together a binder of resources, maybe start a google doc!
  • It doesn’t have to be perfect right away; it can and should evolve over time.

Everyone has a different learning style

  • Some people learn well from observing, some people like to read articles or watch a video, some like to dive right in.
  • Try to offer a variety of resources and methods in your program to accommodate these differences.

Provide clear expectations

  • To help ease any new job jitters, provide trainees with a schedule of what they’ll be doing each day/week/month.
  • Let them know what your expectations are right away, and then later provide feedback on whether or not they’re meeting those expectations. No one likes to wonder how they’re doing!

Build in time for self-directed work

  • For example, Jane University for Front Desk training. ☺️ If they ever need some help, here’s how they can reach out to us!
  • This gives both the trainer and trainee a bit of a break.

Avoid the overload

  • It’s tempting to give your new hire all the information they need right away so they can get to work! You’ll find, though, that people start to glaze over when too much info comes their way.
  • Breaking your training up over several days or half days can help trainees better absorb new information.

Monitor and evaluate your trainee and your program

  • Check-in with your trainee often: what’s going well? What could be going better?
  • Request feedback: Is there a need your program isn’t meeting? Does it need to be updated or revamped?


That’s all for now! We hope this was helpful. Let us know if there are any other resources you’d like to see. 👀

The Jane Team 💙

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