Job Title: Medical Office Administrator
(Naturopathic / Functional Medicine Practice)
Job Overview
We are a growing naturopathic and functional medicine practice seeking a highly organized, proactive Medical Office Administrator to support both clinical operations and backend systems. This role goes beyond traditional front desk responsibilities. You will play a key part in optimizing workflows, supporting patient experience, assisting with prospective patient communication, coordinating virtual events, and helping build internal systems (SOPs and training materials) that allow the practice to scale efficiently.
You will serve as a central point of coordination between patients, providers, pharmacies, laboratories, and administrative systems, ensuring a seamless, high-touch experience for both prospective and existing patients while maintaining operational excellence.
This is an ideal role for someone who thrives in a fast-paced, detail-oriented environment, enjoys problem-solving, communicates confidently with patients, and takes ownership of improving processes rather than simply maintaining them.
Key ResponsibilitiesPatient Experience, Enrollment & Front Office Operations
- Manage scheduling and patient communication through Practice Better to ensure an organized, efficient clinic flow
- Serve as the primary point of contact for patient inquiries via phone, email, and portal messaging
- Coordinate onboarding for new patients, including intake forms, assessments, and appointment preparation
- Support a high-touch, concierge-style experience aligned with our membership model
- Handle prospective patient inquiry calls with confidence, professionalism, and strong interpersonal communication skills
- Speak knowledgeably about our programs, services, and practice philosophy while helping prospective patients determine the best fit for their needs
- Guide prospective patients through the enrollment process with a warm, educational, and patient-centered approach
- Bring strong “sales energy” and confidence to patient conversations while maintaining authenticity and professionalism
- Build rapport quickly and help prospective patients feel comfortable, informed, and supported throughout the inquiry and onboarding process
Administrative, Event & Clinical Support
- Prepare, review, and organize clinical documentation including care plans, lab orders, and follow-up materials
- Maintain accurate and compliant patient records in accordance with HIPAA standards
- Assist with lab coordination, orders, and tracking (primarily through Fullscript/Quest integration)
- Communicate with pharmacies, laboratories, and outside providers as needed
- Coordinate prescription refill requests and administrative follow-up
- Support providers with administrative tasks to ensure smooth delivery of care
- Assist with coordinating and hosting virtual educational sessions, webinars, and online events
- Serve as a co-host for Zoom webinars and virtual patient sessions, including managing chat, admissions, troubleshooting, and attendee support
- Support webinar and seminar logistics, reminders, registration coordination, and follow-up communication
- Assist with in-person seminar setup, attendee coordination, check-in, and overall event flow
- Help create a welcoming, organized, and professional experience for seminar attendees and prospective patients
- Support post-event follow-up and lead coordination after webinars and seminars
Billing & Financial Coordination
- Manage patient billing, invoicing, and payment processing within Practice Better
- Coordinate financing options (e.g., Advanced Care Card, Avvance, U.S. Bank) and assist patients with payment plans
- Follow up on outstanding balances and support collections in a professional, patient-centered manner
Systems, SOPs & Process Improvement
- Create, document, and maintain Standard Operating Procedures (SOPs) for administrative and clinical workflows
- Develop internal training materials and short video tutorials (Loom or similar) for team processes
- Identify inefficiencies and proactively suggest and implement workflow improvements
- Assist in maintaining organized backend systems for scalability and team training
Qualifications
- 3+ years of experience in a medical, wellness, or functional medicine practice required
- Previous experience in a patient-facing administrative, operations, or enrollment role strongly preferred
- Strong phone communication skills with the ability to confidently guide conversations with both prospective and existing patients
- Comfortable discussing programs, services, and membership options with prospective patients
- Must possess a warm, confident, and professional presence with strong interpersonal and sales-oriented communication skills
- Comfortable hosting Zoom meetings, virtual sessions, and serving as a co-host for webinars and online educational events
- Ability to multitask and remain highly organized in a fast-paced environment
- Familiarity with Practice Better or similar EMR/EHR systems strongly preferred
- Working knowledge of insurance and/or patient financing processes
- Strong technical skills (Google Workspace, Microsoft Office, Excel, CRM/EMR platforms)
- Experience creating SOPs, process documentation, or training materials highly preferred
- Exceptional organizational skills and attention to detail
- Strong written and verbal communication skills with a professional, polished, and patient-centered approach
- Ability to take initiative, problem-solve, and work independently
What We’re Looking For
- Someone who doesn’t just follow systems, but helps build and improve them
- A proactive thinker who anticipates needs rather than waiting for direction
- Someone who is highly organized, adaptable, and solution-oriented
- A team player who values both efficiency and patient experience
- Someone comfortable in a growing practice where processes evolve and improve over time
Position Type & Growth Opportunity
This role will begin as part-time with the expectation of quickly growing into a full-time position as the practice continues to scale. There is strong potential for increased hours, expanded responsibilities, leadership opportunities, and access to benefits in the near future for the right candidate who demonstrates initiative, reliability, operational excellence, and alignment with our patient care philosophy.
Pay: $3,000.00 - $3,500.00 per month
Work Location: Hybrid remote in San Diego, CA 92103
