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Medical Practice Coordinator

Full-Time | $60,000–$70,000 + Paid Time Off & Paid Holidays

Build More Than a Career—Help Build the Future of Healthcare

Our client is an innovative, rapidly growing healthcare practice redefining the patient experience through personalized, relationship-driven care. Combining Functional Medicine, Direct Primary Care, Hormone Optimization, Medical Weight Loss, Regenerative Aesthetics, and Membership-Based Healthcare, the practice delivers comprehensive solutions that empower patients to live healthier, longer lives.

As the practice continues to grow, we're seeking an exceptional Practice Coordinator to join our leadership team.

This is not a traditional administrative or front desk position.

It's a leadership role at the center of the practice — shaping the patient experience, driving marketing efforts, and keeping day-to-day operations running smoothly. For the right candidate, it also offers a clear path to Practice Manager or Director of Operations as the organization expands.

Position Summary

The Practice Coordinator serves as the operational hub of the practice, ensuring day-to-day business runs efficiently while supporting continued growth. Working closely with leadership and the clinical team, this person will oversee operations, improve workflows, coordinate marketing initiatives, strengthen the patient experience, and implement systems that help the practice operate at its highest level.

Qualifications

Personality, presence, genuine customer service instincts, and a real willingness to learn new things matter more to us than years of experience. This role is best suited to someone who is naturally curious, thinks independently, and takes ownership of problems instead of waiting to be told what to do next.

A background in hospitality, retail, or another service-driven industry is a great fit. Medical or med spa experience is not required — we would rather bring in the right personality and train the skills than hire for experience alone.

That said, experience in any of the following is a plus:

Practice Coordinator, Medical Office Administrator, Practice Manager, Healthcare Operations Manager, Concierge Medicine, Functional Medicine, Direct Primary Care, Med Spa Management, Healthcare Business Development, or Hospitality Leadership.

Skills

Problem solving, project management, business operations, process improvement, marketing coordination, data analysis, and organization and prioritization.

Technology

Experience with — or willingness to quickly learn — Cerbo EMR (or similar healthcare software), CRM platforms, Google Workspace, Microsoft Office, Canva, email marketing platforms, AI tools such as ChatGPT, and business analytics/reporting software.

What We Value

High-energy, independent-thinking, self-directed, curious, growth-minded, calm under pressure, a confident communicator, detail-oriented, a systems thinker, and comfortable making decisions.

Most importantly, you take ownership, anticipate needs before they arise, and enjoy finding better ways to help a business succeed — without needing constant direction.

Primary Responsibilities

These reflect the full scope of the role over time — many of these skills can be built on the job. What matters most from day one is the mindset above.

Patient Experience — Create an exceptional concierge-style experience by:

• Managing the complete patient journey

• Reviewing new patient inquiries daily and following up promptly

• Improving consultation conversion rates

• Resolving patient concerns with professionalism and empathy

• Monitoring online reviews and reputation

• Developing systems that increase satisfaction, retention, and referrals

Practice Operations

• Coordinate and oversee daily office operations

• Improve workflows and operational efficiencies

• Proactively identify and resolve operational challenges

Marketing & Business Development

• Co-planning office events, typically held monthly

• Supporting the transition toward mostly virtual events through our marketing platform

• Attending two in-person events per year

• Coordinating social media initiatives

Sales & Performance Analytics

• Assisting with facilitating daily patient inquiries, consultations, and conversions

• Using data to identify opportunities and recommend improvements

Team Leadership — Help create a culture of accountability and excellence by:

• Supporting and leading Medical Assistants

• Assisting with onboarding and training

• Conducting weekly team meetings and monitoring schedules/productivity

• Identifying staff development opportunities

• Encouraging collaboration, accountability, and continuous improvement

Schedule

Monday–Friday, 8:00 AM–5:00 PM (Lunch 12:00–1:00 PM). No evenings or weekends.

Compensation & Benefits

Salary: $60,000–$70,000 annually, based on experience.

• Two weeks Paid Time Off

• Six paid holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas

• Professional development opportunities

• A defined career path with advancement to Practice Manager or Director of Operations as the practice grows