Practice Coordinator / Office Manager
Central Texas Holistic Care, PLLC — Killeen, TX 76542
Job type: Full-time, on-site | Pay: $15–$20 per hour | Schedule: Monday–Friday, Day Shift
Job Overview
Join our team as the Practice Coordinator / Office Manager, where you'll run the daily operations of a growing functional and integrative medicine practice. This role combines administrative excellence with healthcare operations expertise — you'll keep the clinic running smoothly, deliver exceptional patient service, and maintain compliance with healthcare regulations.
Central Texas Holistic Care serves the Killeen area with hormone optimization, peptide therapy, and whole-person wellness care, including a large veteran and military-connected patient community. Our team is small, which means the person in this seat has genuine ownership of the front office and a direct working relationship with the provider. If you'd rather build a system than inherit one, this is the right fit.
Responsibilities
Patient Experience & Front Office
- Serve as the primary point of contact for patients and their families
- Oversee daily clinic operations including check-in/check-out and patient flow
- Answer calls, portal messages, and requests with same-day responsiveness
- Register new patients and maintain accurate, complete records
- Explain visit details, program information, and next steps in plain language
Scheduling & Records
- Own the provider schedule in Tebra — bookings, reschedules, confirmations, and no-show follow-up
- Coordinate follow-up visits, referrals, and outside specialist appointments
- Maintain medical records in compliance with EMR/EHR documentation protocols
Billing, Insurance & Financing
- Process invoicing and patient billing; track and follow up on outstanding balances
- Verify insurance eligibility and benefits; submit and work claims through to payment
- Research and resolve denials and rejections
- Present program pricing and patient financing options (Cherry, Denefits) clearly and accurately
- Support day-to-day fiscal oversight — deposits, reconciliation, and balance reporting
Compliance & Operations
- Maintain strict HIPAA compliance in all handling of patient information
- Uphold practice policies and healthcare regulatory requirements
- Manage vendor coordination, supply ordering, and inventory
- Facilitate communication between the provider and patients to keep workflows moving
Requirements
- Tebra experience — hands-on use for scheduling, charting, and billing
- EMR/EHR proficiency — able to navigate, document, and pull reports independently
- Current HIPAA training — completed within the last 12 months, with proof of completion
- 2+ years in a medical or clinical front-office role
- Working knowledge of insurance verification and medical billing processes
- Proficiency with Microsoft Office or Google Workspace
- Strong written and verbal communication; comfortable having direct conversations about money
- Ability to manage multiple responsibilities with attention to detail in a fast-paced setting
- Reliable attendance and the ability to work independently without daily supervision
Preferred
- Experience in a cash-pay, membership, or concierge medicine setting
- Familiarity with TRICARE, VA-connected, or dual-eligible patients
- Experience with patient financing platforms
What Success Looks Like at 90 Days
- The schedule runs full and clean, with no-shows actively worked
- Claims go out within 48 hours and denials are worked weekly
- Every patient inquiry gets a same-day response
- The provider spends her time with patients, not chasing paperwork
Compensation & Benefits
- Pay: $15.00–$20.00 per hour, depending on experience
- Bilingual (English/Spanish) candidates may be offered a higher starting rate within the range. This is not a requirement for the role, but it adds real value to our patients and we compensate for it.
- 50% employee discount on all services (products excluded)
- Full-time, on-site, Monday–Friday
- Paid time off
- Employment begins with a 30-day introductory period
Please note: this position does not include a 401(k), retirement plan, or employer-sponsored health insurance.
Why This Role
This is a chance to shape the front office of a practice rather than maintain someone else's. You'll have direct input on workflows, real visibility into how the business runs, and the room to grow the role as the practice grows.
To Apply
Apply directly through Indeed with your resume. Please include a short note covering your experience with insurance billing, which practice management systems you've used, and any active certifications. Applicants should be prepared to provide proof of current HIPAA training.
Central Texas Holistic Care, PLLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran statu
Pay: $31,200.00 - $41,600.00 per hour
Benefits:
- Employee discount
- Paid time off
Work Location: In person
