Front Desk & Scheduling Coordinator

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 Coordinator 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.

• 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.
• 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.

• 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.

• 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.

• 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.

• 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.

• Genuine passion for…