This is not an ordinary position, and we are not an ordinary medical office! This is a place where people are passionate about healthy living and deeply care about their patients. We are fast-paced, tech-savvy, constantly adapting and changing as innovators in the Functional Medicine space.

Do you strive to do your best every day? Are you committed to integrative and functional medicine? We believe this is an incredible opportunity for an experienced Office Coordinator looking for a small business environment.

We are ideally looking for someone who is bright, motivated, and has a keen interest in what we do, loves business, has a mind for improving practice workflows and leadership skills to motivate and enhance team collaboration. Past experience in leadership in an integrative medicine practice, medical spa, boutique practice, fitness studio, and other service-oriented industries would be a good fit.

The position is full-time, Monday through Friday, with 401k (3% match and next 3% at 50% match, AFLAC availability, paid time off, discounts on services, and bonuses up to $5,000 per year.

Summary of Responsibilities

The Office Coordinator is responsible for the day to day operations of the medical clinic, to include practice logistics, care team schedules, and daily review of patient ledgers. Works closely with Business Operations Manager, assisting with Front Office team member management and training, as well as handling patient complaints and concerns effectively.

Specific Duties Include

• Monitors facility needs, including phones, tech support, equipment, and utilities
• Ensures medical records are maintained accurately and promptly
• Oversees the inventory management of supplements, test kits, office supplies, and medical supplies
• Collaborates with the Business Operations Manager to refine processes and practice policy
• Handles patient complaints and concerns with warmth and professionalism
• Proactively identifies gaps in patient service, communications, and office flow; develops and implements improvements
• Provides support of administrative staff, including staff training and development
• Reports and tracks Front Office KPI’s, to include call queue metrics, patient ledger accuracy, supplement order processing to shipping time and overall patient experience.

Required Knowledge, Skills, and Abilities

• Bachelor's in Business Administration (Preferred)
• Experience with medical software and electronic medical records
• Proven leadership abilities and knowledge of successful team building tools
• Understanding of HIPAA and basic coding for insurance reimbursement
• Comfortable with MS Office suite, Mac OS, peripherals
• Human Resources experience particularly hiring and performance review management
• Excellent communication and interpersonal skills, as well as a professional appearance and demeanor
• Meeting facilitation skills
• Immaculate record-keeping and organizational skills
• Excellent multi-tasking and critical thinking skills
• High degree of emotional intelligence and the ability to seamlessly blend people and business management skills
• Excited to work with kind, compassionate doctors who genuinely care about the staff and their patients.
• Knowledge of functional integrative medicine

Required Prior Work Experience

• Private Practice Medical Practice Management: 2 + yrs. of management experience in a private practice medical setting

Please submit your CV with a COVER LETTER explaining why you are a good fit for the position and include answers to the following:

1. What motivated you to apply?

2. What are the most important qualities of a Medical Practice Office Coordinator? Describe your most recent experience in a management position with direct reports.

3. What is your experience and/or interest in functional medicine, integrative medicine, acupuncture, or alternative medicine?

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Charlotte, NC 28226: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Management: 1 year (Preferred)

Work Location: In person

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