Front Desk & Scheduling Coordinator

POSITION SUMMARY The Front Desk & Scheduling Coordinator is the welcoming face and administrative backbone of our functional and integrative medicine practice. This role bridges two interconnected functions: delivering exceptional patient access and scheduling experience, and providing seamless administrative support to the clinical team. Our patients are on complex, whole-person health journeys — and this role touches every visit. From the moment a patient books their appointment to the moment they complete their visit, this Coordinator ensures every interaction reflects our commitment to root-cause, integrative care.   KEY RESPONSIBILITIES Patient Reception & Experience • Serve as the primary in-person and telephone point of contact for patients, prospective patients, and visitors; create a warm, professional, and welcoming first impression consistent with integrative medicine values. • Greet and check patients in and out efficiently using Cerbo EMR; verify demographics, insurance, and health history information at each visit. • Collect payments and outstanding balances at time of service; maintain accurate cash drawer, reconcile payment logs, and prepare deposit records as required. • Respond to patient inquiries — in person, by phone, and via Cerbo patient portal — with knowledge, empathy, and timeliness. • Manage all incoming calls and voicemails; route messages to the appropriate team member and ensure timely follow-up.   Scheduling & Patient Access • Manage and optimize the provider scheduling template in Cerbo EMR to maximize patient access, provider time, and treatment room utilization. • Schedule new and established patient appointments, follow-ups, telehealth visits, specialty functional lab testing coordination, and procedures; coordinate across multiple providers as needed. • Complete new patient registration in Cerbo, including full insurance capture (primary, secondary, tertiary) and required documentation. • Send new patient paperwork, intake questionnaires, appointment reminders, and pre-visit instructions via Cerbo's patient communication tools (portal, text, email). • Confirm upcoming appointments and proactively manage the daily schedule to reduce no-shows and last-minute gaps.   Cerbo EMR & Administrative Operations • Navigate Cerbo EMR proficiently for all front-desk functions: patient registration, appointment management, task and in-basket processing, work queues, and document scanning. • Scan and accurately index incoming documents (outside records, lab results, insurance cards, signed forms) into Cerbo patient charts. • Process and route incoming faxes, mail, portal messages, and administrative correspondence to appropriate team members daily. • Process all medical record requests in compliance with HIPAA and applicable regulations. • Maintain strict compliance with HIPAA privacy and security requirements; handle all patient information with discretion and professionalism.   Office Administration & Team Support • Maintain a clean, organized, and welcoming front office and reception area that reflects the practice's integrative wellness identity. • Order and stock front office and clinical supplies; track inventory and submit purchase requests in a timely manner. • Participate in staff huddles, team meetings, and continuing education sessions; maintain all required competencies. • Uphold all practice policies, procedures, and standards; contribute to a positive, collaborative, mission-aligned team culture.   QUALIFICATIONS Education • High school diploma or equivalent required. • Associate Degree, Bachelor's Degree, or certification in Healthcare Administration, Medical Office, or a related field preferred. • Coursework, certifications, or self-directed study in nutrition, supplements, integrative health, or wellness is a meaningful and valued plus.   Experience • Minimum 1–3 years of customer service or administrative experience required; medical office or wellness clinic experience strongly preferred. • Prior scheduling experience in a medical or specialty clinic preferred; functional, integrative, or concierge medicine experience is a significant advantage. • Experience with Cerbo EMR highly preferred; proficiency with any EMR or Practice Management system required.   Required Skills & Knowledge • Genuine passion for functional and integrative medicine and holistic wellness. • Eagerness to continuously self-educate on functional medicine concepts and best practices in patient care. • Strong computer skills including Microsoft Outlook, Word, and Excel; comfort with digital communication tools and telehealth platforms. • Exceptional customer service and interpersonal skills; ability to connect warmly and knowledgeably with patients and co-workers at every touchpoint. • Strong organizational skills and ability to multitask confidently across front desk and administrative functions simultaneously. • Unquestionable integrity, discretion, and commitment to patient confidentiality and HIPAA compliance.   LICENSES, CERTIFICATIONS & REGISTRATIONS • No specific clinical licensure required. • Medical Office, Healthcare Administration, or Medical Secretary certification preferred. • Cerbo EMR training to be completed and demonstrated within the probationary period. • HIPAA training required upon hire and maintained annually.   WHAT WE OFFER • A welcoming, mission-driven workplace rooted in whole-person, root-cause health. • Competitive compensation commensurate with experience. • Ongoing training and education in functional and integrative medicine and wellness best practices. • Complimentary or deeply discounted access to practice services and pharmaceutical-grade supplements. • One complimentary treatment per month (acupuncture, massage, chiropractic, or equivalent). • A collaborative team environment with real opportunities for professional growth in an expanding integrative medicine practice.   To APPLY: email your resume to lisa.bell@aimforwellbeing.org with the subject line: Front Desk & Scheduling Coordinator