Medical Office Assistant / Practice Coordinator

This job is for a telemedicine practice based in the US. We blend conventional, integrative, and functional medicine to treat hormone and thyroid conditions, autoimmune disease, gut health, weight loss (including GLP-1 therapy), fertility preparation, and more. We serve patients in three states. We're a cash-pay practice ( no insurance accepted ) with a small, close-knit patient base, and we care a lot about patients feeling looked after.

About the role
This is not a "wait to be told what to do" job. The practitioner sees patients about 15 hours a week. During those hours you keep the day running smoothly. The rest of your time goes to the back end: following up, cleaning up, and making our systems simpler and faster. You'll work with significant independence and little day-to-day oversight. The owner will rely on you heavily. The right person treats the practice like their own: they spot problems, find solutions, follow through, and leave no task open-ended.

What you'll do
Patient communication

• Answer calls, texts, email s, and portal messages warmly and professionally, always identifying yourself and the practice
• Schedule new and follow-up visits across time zones (schedule runs on Central Time)
• Send same-day appointment reminders and handle cancellations and reschedules according to our policy
• Answer clerical patient questions (lab status, billing, supplements, test kits) and route clinical questions to Rachel

Billing and payments

• Collect payment for visits and cash-pay labs and verify cards on file
• Follow up on declined cards and outstanding balances until resolved
• Reconcile the monthly lab bill against patient payments and catch billing errors

Labs, orders, and coordination

• Enter lab orders (Labcorp, Quest) and specialty tests
• Prepare and fax imaging orders and referral letters
• Complete prior authorizations using chart notes (CoverMyMeds) - this is not frequent
• Manage incoming faxes: file results, prior auths, records requests, and refill requests, and route them correctly
• Handle medical records requests and releases of information, following each through to completion
• Communicate with pharmacies, other providers' offices, imaging centers, labs, and company representatives

Back-end and operations

• Keep every follow-up task closed out with a clear outcome
• Manage the practice inbox and keep shared documents organized and up to date
• Prepare monthly social media and email content using provided templates and Canva ( eventually)
• Improve our workflows. Identify bottlenecks, suggest fixes, update our procedures guide, and reduce repeated work

Who you are

• Self-starter. When there's downtime, you find the next most valuable thing to do.
• Problem solver. You come with "here's what I found and what I recommend," not just "what should I do?"
• Loop closer. You follow up until things are resolved. Nothing falls through the cracks.
• Clear, personal communicator. Patients get concise, accurate, human replies, not long generic ones.
• Detail-oriented with money and medical information. You double-check orders, codes, and charges.
• Discreet and trustworthy. You handle protected health and payment information with care.

Requirements

• 2+ years in a medical office, medical virtual assistant, or healthcare admin role
• Experience with EHR systems, prior authorizations, and lab ordering
• Excellent written and spoken English
• Reliable internet, a quiet workspace, and a computer suitable for HIPAA-compliant work
• Availability during core patient hours: Monday - Friday 9:30 AM to 3:30 PM Central Standard Time
• Ability to learn new software quickly

Nice to have: experience with, RingCentral, CoverMyMeds, Fullscript, Google Workspace, Canva; functional or integrative medicine background; medical billing/coding knowledge (CPT, ICD-10).