Medical Administrative Coordinator

360° Medicine is a high end, high tech, high touch Integrative Medicine clinic where we work closely with chronically ill patients using a combination of natural and conventional methods in their medical care. The administrative team of 360° Medicine is responsible for ensuring patients receive a positive service experience-- for understanding, following and improving all administrative protocols, for maintaining organized office data and files, and for overseeing the aesthetic clinic environment including cleanliness.

We value a culture of mutual respect and open communication where all employees are encouraged to identify areas where our processes can be perfected and to suggest solutions that can help us care for our patients more efficiently and improve our clinic’s bottom line.

We want to provide a positive working environment and treat people as the individuals they are.

JOB SUMMARY
The Administrative Assistant is responsible for a number of front office reception functions as well as back office clerical operations. The desired employee is a team player! The job involves working with other administrative leads, assisting the clinic providers and interfacing directly with our clients as well as their families and caregivers.

JOB DUTIES:
Front Desk - Relations

• Provide an attentive and warm reception and check-in/check-out experience for patients.
• Provide a customer service experience with attention to care for the individual, for the many details of the position, and with respect to the urgency of patients' health needs.

Front Desk - Clerical

• Answer phones, check messages, take and/or relay messages for clinicians, return phone calls, call patients to confirm appointments. Respond to inquiries with general practice information.
• Dispense products, generate invoices and receive payments from patients using Quickbooks.
• As needed, run periodic accounting reports for patients such as open invoices and year-to-date payments when such documents are needed for tax purposes.
• Handling incoming patient faxes by pulling the appropriate charts, placing on the clinician’s desk for review and faxing outgoing prescriptions, referrals, etc.
• Communicate with insurance companies to receive prior authorizations when a medication or diagnostic test isn’t considered formulary or initially covered
• Update, organize, file, thin and copy medical records as needed

Front Desk – Clinician Assistance

• Let clinicians and nurses know when a patient has arrived and is ready to be seen.
• Function as a clerical assistant for the clinicians when needs arise.
• Assist the doctors in whatever way possible; triaging incoming to-do items and assisting with patient care coordination tasks.

Information Technology

• Experience/ facility with MacOS, Google Workspace, Microsoft Office
• Operate multi-line telephone system

Adaptive Functions

• Continuously examine current work processes and improve inefficiencies.
• Understand the overall vision and mission of the clinic to improve all aspects of health and help us with strategic planning to grow and realize this goal more fully over time.

Clinic Environment

• Although there is a dedicated twice a week cleaning service, the administrative assistant's take turns taking out the trash daily.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

• Ability to perform Essential Job Functions above.
• Knowledge of English language grammar and spelling, coupled with the ability to speak, read, and write proper English
• Knowledge of 360° Medicine policies and procedures, HIPAA and other applicable laws
• Knowledge of office management best practices
• Customer service skills and ability to manage difficult and emotional clients whenever necessary
• Ability to handle and complete multiple tasks at the same time.
• Ability to operate computers, multi-line phone systems, voicemail systems, and other office equipment, including printers, fax, scanners, and copy machines.
• Software proficiency in Microsoft Office, Intuit Quickbooks and Practice Fusion (preferred)
• Knowledge of general bookkeeping and office math skills
• Open-minded self-starter with attention to detail and oriented toward innovation
• Ability to acquire new knowledge, skills, and abilities necessary for proper fulfillment of all job responsibilities

REQUIRED EDUCATION, EXPERIENCE & BACKGROUND CHECK

• High school diploma. College degree preferred.
• Previous experience in business and/or office management that includes customer service as well as financial responsibility
• Pass a criminal background check free from convictions for violent crime, including domestic crimes; fraud or intent; or drug possession, distribution or intent.

PHYSICAL REQUIREMENTS

• Ability to frequently lift, carry, and otherwise move objects weighing up to 20 pounds when shipping, receiving and stocking supplies.
• Ability to bend, stoop and kneel on a regular basis to sweep, mop and wipe down reception area, lobby and exam rooms.

WORK ENVIRONMENT
360° Medicine is a full-service medical provider. While the Administraitive team will typically perform their work in the reception and lobby areas of the practice, all employees may at times be exposed to potential hazards, including machines, tools, needles, chemicals and medications. As with all medical environments, care should be exercised and necessary precautions taken at all times.

OFFICE HOURS
Monday-Friday 9:00-5:00/5:30
8-hour shifts, 30 minute lunch break

COMPENSATION
In addition to hourly wage and PTO/paid holidays:

Nutritional supplements from our dispensary at wholesale cost
Free functional medical office visits by Dr. Canfield as needed

Job Type: Part-time

Pay: From $21.00 per hour

Expected hours: 24 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative: 1 year (Preferred)
• Customer service: 1 year (Required)

Work Location: In person

Salary : $21