Job Description
Job Description
Position Overview
Monday-Friday 8am-2pm
We are a small but growing faith-based functional medicine practice rooted in root-cause care, compassion, and whole-person healing. We are seeking an Office Administrator & Clinical Support Assistant who is organized, dependable, detail-oriented, and genuinely loves people. This role serves as the daily operational anchor of the clinic, ensuring that patients feel supported, the office runs smoothly, and systems are followed with care and consistency.
The ideal candidate is someone who enjoys structure, takes ownership of their work, and finds purpose in serving others in a healthcare setting that integrates body, mind, and spirit.
Daily Responsibilities
Office Opening & Environment
- Open the office each morning and ensure the space is clean, organized, and welcoming
- Perform light cleaning as needed (vacuuming, sweeping, tidying common areas)
- Empty trash and restock paper towels, toilet paper, soap, and other essentials
- Water plants and maintain a warm, professional, and calming clinic environment
Clinic Readiness & Supplies
- Ensure all rooms are stocked and clinic-ready, including:
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- Lab supplies
- Injection supplies
- Printer ink, paper, labels, and office materials
Inventory & Product Management
- Maintain accurate inventory of clinical products
- Prepare and mail patient orders with clear directions and appropriate labeling
- Maintain inventory in the “Root Room” vitamin area and support plans to offer select supplements to the public during Monday–Friday business hours
Patient Communication & Coordination
- Respond to incoming calls, emails, texts in a timely, professional, and compassionate manner
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- If a question cannot be answered directly, acknowledge receipt and request that the patient send a portal message including the provider
- Facilitate patient check-ins and follow-ups as directed
New Patient Outreach
- Contact new patients the day before scheduled visits to confirm:
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- Fasting status
- Hydration expectations
- Appointment logistics and membership details
Patient Information & Documentation
- Ensure all new patients have the following completed at least 2 days prior to their appointment:
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- Signed consents
- Intake forms uploaded
- Insurance verified
- Pharmacy of choice documented
- Assist with ordering and coordinating laboratory testing through Genova Diagnostics, Access Labs, and other platforms
Monthly & Ongoing Tasks
- Maintain and update the patient birthday list
- Review the active patient list monthly to ensure appropriate engagement or follow-up
- Support basic social media posting or scheduling as directed
Billing Support
- Assist with billing-related tasks as needed
- Communicate with insurance companies by phone when required
- Support invoice reconciliation with lab vendors
Our Values & Culture
We are a faith-based functional medicine practice grounded in the belief that healing involves the body, mind, and spirit. Our work centers on root-cause medicine, integrity, compassion, and meaningful relationships.
We are looking for someone who:
- Has a sincere interest in root-cause, functional, and lifestyle medicine
- Truly loves people and approaches patients with kindness, empathy, and respect
- Is comfortable working in a Christ-centered environment, where faith, prayer, and spiritual values may be present
- Operates with humility, accountability, and a servant-hearted mindset
- Finds purpose in supporting patients during vulnerable moments in their health journey
While this role does not require specific theological training, it does require alignment with and respect for a Christian-informed practice culture.
Desired Skills & Attributes
- Strong organizational and time-management skills
- Clear written and verbal communication
- Attention to detail, especially with inventory, documentation, and patient coordination
- Ability to work independently while following established systems
- Comfort in a clinical or healthcare-adjacent environment (experience preferred but not required)