InfusaLounge Integrative & Functional Medicine is seeking an experienced, highly organized, dependable, and professionally mature Patient Care Coordinator / Medical Assistant to oversee the daily workflow and operational execution of our front desk and patient experience functions.
This is not a traditional receptionist position.
We are looking for a seasoned professional who understands the importance of time management, urgency, accountability, organization, follow-through, and maintaining control of the patient flow throughout the day.
The ideal candidate is someone who can independently manage competing priorities, anticipate operational needs, recognize problems before they escalate, and ensure that front desk responsibilities are completed accurately and on time without requiring constant direction.
This role provides oversight of front desk operations, workflow, scheduling accuracy, patient readiness, communication, and task completion. It does not involve formal supervision or management of employees.
The position also provides Medical Assistant support to our clinical team as appropriate based on training, competency, and scope.
What Success Looks Like in This Role
The successful candidate will:
- Keep the front desk organized and operating efficiently throughout the day.
- Maintain strong awareness of the daily schedule and upcoming patient needs.
- Ensure patients are checked in, prepared, moved through the clinic, and checked out efficiently.
- Monitor appointment timing and proactively address delays or workflow issues.
- Prioritize tasks based on urgency and operational impact.
- Ensure calls, text messages, follow-ups, documentation, and assigned tasks do not fall through the cracks.
- Maintain control of multiple responsibilities without becoming overwhelmed or requiring constant reminders.
- Recognize unfinished work and take ownership of completing it.
- Communicate proactively with clinical staff and management.
- Maintain a polished, calm, and professional presence even during busy periods.
Core Responsibilities Front Desk Operational Oversight
- Oversee the daily execution and organization of front desk functions.
- Maintain continuous awareness of the appointment schedule, patient arrivals, treatment timing, provider availability, and anticipated workflow needs.
- Ensure the front desk remains organized, responsive, and prepared throughout the day.
- Monitor patient flow and identify scheduling delays, bottlenecks, missing documentation, or operational issues before they affect the patient experience.
- Prioritize front desk responsibilities based on urgency, patient needs, and clinic operations.
- Ensure assigned administrative and patient coordination tasks are completed accurately and within expected timeframes.
- Maintain clear communication with Nurse Practitioners, RNs, Medical Assistants, and management regarding schedule changes, delays, patient concerns, and workflow needs.
- Conduct periodic review of outstanding tasks, incomplete documentation, unanswered communications, and pending patient follow-up.
- Maintain ownership of the front desk environment and ensure responsibilities do not remain incomplete at the end of the shift.
Time Management & Workflow Coordination
Time management is a critical requirement of this position.
The Patient Care Coordinator / Medical Assistant is expected to:
- Effectively manage multiple competing priorities.
- Work from the daily schedule proactively rather than reactively.
- Anticipate upcoming appointments and prepare in advance.
- Complete time-sensitive responsibilities without repeated reminders.
- Recognize which tasks require immediate attention and which can be appropriately scheduled.
- Avoid allowing routine administrative work to interfere with patient-facing priorities.
- Maintain productivity during slower periods.
- Complete assigned follow-up, documentation review, communication, and organizational responsibilities before they become overdue.
- Communicate early when a deadline, patient issue, or workflow concern may require escalation.
- Demonstrate consistent follow-through from task assignment through completion.
The ability to stay organized, manage time independently, and maintain awareness of the entire front desk workflow is essential for success in this role.
Patient Experience & Front Desk Coordination
- Warmly greet and professionally check in patients and clients.
- Create a welcoming, polished, premium patient experience.
- Answer incoming calls promptly and professionally.
- Respond to patient text messages and general inquiries in a timely manner.
- Schedule, confirm, reschedule, and coordinate appointments accurately.
- Review upcoming appointments for missing forms, incomplete documentation, or special scheduling needs.
- Process patient check-in and checkout accurately.
- Collect payments and accurately charge for services, packages, memberships, and products.
- Assist patients with general questions regarding scheduling, services, memberships, packages, and clinic processes.
- Handle patient concerns professionally and escalate clinical or management matters appropriately.
- Maintain appropriate patient confidentiality and discretion at all times.
Patient Records & Documentation Readiness
- Ensure patient intake documents, medical history forms, and service-specific consents are completed and current.
- Review EMR and booking system information for missing or incomplete documentation.
- Obtain required patient signatures.
- Verify demographic and contact information.
- Identify incomplete patient records before appointments whenever possible.
- Ensure patient charts are operationally ready for the clinical team.
- Communicate documentation concerns promptly when additional clinical review is required.
- Maintain accurate, organized, and timely records.
Service Knowledge & Patient Education Support
Develop and maintain a strong working knowledge of InfusaLounge services, including:
- Vitamin IV therapy
- Wellness injections
- Integrative and functional medicine consultations
- Medical weight management programs
- Hormone optimization programs
- Peptide therapy program processes
- Hyperbaric oxygen therapy
- Ozone-based wellness services
- Specialty wellness treatments
- Memberships and treatment packages
The coordinator should be able to confidently explain:
- General service descriptions
- Scheduling processes
- Pricing
- Packages
- Membership options
- Hours of operation
- Appointment preparation requirements
- Next steps in the patient journey
The coordinator must recognize when questions require escalation to a licensed clinical provider and must not provide independent medical advice.
Medical Assistant / Clinical Support
Based on training, competency, delegation, and applicable scope:
- Obtain and document vital signs.
- Assist Nurse Practitioners and RNs with patient flow.
- Prepare treatment rooms and patient areas.
- Support room turnover between patients.
- Maintain clean and organized clinical spaces.
- Ensure treatment and mixing areas remain appropriately stocked.
- Monitor supplies and communicate low-stock items before they become urgent.
- Follow clinic infection-control and safety protocols.
- Perform other approved Medical Assistant support duties as assigned.
Patient Financing, Memberships & Care Coordination
- Assist patients with third-party financing platforms such as CareCredit and Cherry.
- Explain available memberships and packages accurately.
- Support patients with next-step scheduling after consultations.
- Assist with appropriate follow-up for prospective and existing patients.
- Help reduce missed opportunities caused by incomplete communication or lack of follow-through.
- Ensure patient questions requiring follow-up are routed to the appropriate team member and tracked through completion.
Operational Ownership
- Maintain a clean, safe, fully stocked, and well-organized front desk and assigned work areas.
- Take initiative during slower periods instead of waiting for direction.
- Identify operational gaps and communicate recommended solutions.
- Complete opening, ongoing, and closing responsibilities consistently.
- Participate in staff meetings, training, and service education.
- Assist management with administrative and operational projects as assigned.
- Promptly communicate unusual patient events, safety concerns, workflow concerns, or operational issues.
- Assist with preparation and organization of patient education and marketing materials.
- Support a culture of professionalism, accountability, teamwork, and continuous improvement.
Required Qualifications
- High school diploma or equivalent required.
- Minimum 3 years of medical front desk, patient coordination, medical office, or comparable healthcare experience strongly preferred.
- Demonstrated ability to independently manage multiple responsibilities.
- Strong time-management and prioritization skills.
- Proven reliability and consistent follow-through.
- High level of professional maturity and sound judgment.
- Strong organizational abilities.
- Exceptional attention to detail and accuracy.
- Excellent verbal and written communication skills.
- Strong patient service skills.
- Ability to remain calm and organized during busy periods.
- Ability to identify priorities without requiring constant direction.
- Strong computer proficiency and ability to quickly learn new systems.
- Experience with Microsoft Word, Excel, electronic scheduling systems, and general office technology.
- Reliable attendance and punctuality.
Preferred Qualifications
- Medical Assistant experience.
- Experience with electronic medical records.
- Experience in a medical practice, specialty clinic, wellness center, integrative medicine practice, or medical spa.
- Knowledge of vitamin IV therapy.
- Familiarity with medical weight management programs.
- Familiarity with GLP-1 programs.
- Familiarity with peptide therapy.
- Experience with hormone therapy practices.
- Experience with functional or integrative medicine.
- Experience with CareCredit, Cherry, or similar patient financing systems.
- Bilingual English/Spanish strongly preferred.
Ideal Candidate Profile
This role is best suited for someone who:
- Has significant professional experience and understands workplace accountability.
- Takes ownership without needing constant reminders.
- Can look at a full schedule and immediately begin planning ahead.
- Notices when something has been missed.
- Keeps track of pending responsibilities through completion.
- Values punctuality and understands the operational impact of poor time management.
- Communicates directly and professionally.
- Is comfortable making decisions within established procedures.
- Can balance patient warmth with operational discipline.
- Maintains composure when several things happen at once.
- Appreciates structure, organization, and high standards.
- Enjoys working with an experienced clinical and leadership team.
- Has genuine interest in integrative and functional medicine.
Benefits
- Employee discounts
- Flexible schedule
- Opportunity for growth within an expanding integrative and functional medicine practice
- Ongoing exposure to innovative wellness and medical services
Pay: $22.00 - $24.00 per hour
Benefits:
- Employee discount
- Flexible schedule
Medical Specialty:
Application Question(s):
- Do you have any current knowledge of different Peptide Therapies?
- Do you have any knowledge of Vitamin IV Therapy?
- Do you have any knowledge or experience with Integrative Functional Medicine?
Language:
Work Location: In person
