About the Role
Key Responsibilities
Office Communication/Client Hospitality: Greet clients with high empathy to maintain a tranquil, welcoming waiting room environment. Answer phones, screen and direct calls, greet visitors, and handle incoming and outgoing mail. Excellent verbal and written communication skills with a polite, professional demeanor.
Patient Intake & Onboarding: Guide clients through holistic health questionnaires, intake paperwork, and digital onboarding portals.
Appointment Scheduling: Manage complex calendars for multiple practitioners and optimize patient flow, schedule appointments, and coordinate internal and external meetings.
Supplement & Retail Management: Track inventory, process sales for natural supplements or herbs, and educate patients on basic product usage.
Invoicing & Billing: Process time-of-service payments, manage memberships, and handle basic superbills or out-of-network insurance documentation.
Documentation: Prepare and distribute correspondence, memos, forms, and reports.
Record Keeping: Maintain and organize both physical and digital filing systems, ensuring files are accurate and confidential.
Inventory Management: Track and order office supplies, research vendor deals, and arrange for equipment maintenance.
Records & Compliance: Maintain Electronic Health Records (EHR) while ensuring strict HIPAA compliance and privacy standards.
Community Engagement: Assist with posting wellness content on social media, updating newsletters, and coordinating local wellness workshops.
High Empathy & Listening: Exceptional interpersonal skills to support patients dealing with complex, chronic wellness journeys.
Holistic Alignment: A strong personal interest or baseline knowledge in wellness, alternative therapies, and root-cause healing.
Tech Literacy: Proficiency with standard office suites (Google Workspace) and medical scheduling platforms. High competency with office software suites (Microsoft Office) and virtual communication tools.
Non-Invasive Sales Skills: Ability to recommend retail wellness products naturally, prioritizing education over aggressive selling.
Discretion: The ability to handle sensitive and confidential information with tact.
Multitasking: Capability to adapt to shifting priorities and changing deadlines
Requirements
Education: High school diploma or equivalent is required; an associate’s or bachelor's degree is often preferred.
Experience: 1–3 years of prior experience in an office environment or administrative support role is standard
At least one professional letter of reference from a previous employee or professor.
What We Offer
Competitive salary based on experience and credentials: $15/hr - $18/hr
Benefits: Comprehensive health, dental, and vision insurance, workers compensation.
Perks: Flexible remote/hybrid work options, paid working holidays, and continuous professional development opportunities.
If you believe you are a great candidate and would like to be considered for this position, complete and submit the application form provided.