Medical Office​/Patient Care Coordinator

The Body Mod Hormone Wellness Clinic is a privately owned hormone and metabolic wellness practice in Centerville, Ohio. We specialize in individualized, root-cause care for women and men, with a focus on hormone optimization, medically supervised weight management, thyroid health, insulin resistance, nutrient deficiencies, and lifestyle medicine.

We are a small practice by design. Our patients expect personalized care, clear communication, and consistent follow-through. Every member of our team plays an important role in delivering that experience.

We are looking for a Medical Office / Patient Care Coordinator who is comfortable moving between administrative responsibilities and appropriate clinical support. This role is ideal for someone with medical office experience who is highly organized, detail-oriented, confident with patients, comfortable with technology, and able to anticipate what needs to happen next without waiting to be asked.

You will help keep the entire patient experience moving smoothly, from the first phone call through ongoing treatment and follow-up.

You will be scheduling appointments, answering patient messages, preparing charts, monitoring lab results, and managing subscription payments as well as rooming patients, obtaining vital signs, preparing the provider for visits, processing orders, or coordinating prescriptions and follow-up care.

Because we are a small practice, everyone contributes to keeping the office running smoothly. We value people who notice what needs attention, take initiative, and help the team without waiting to be asked. We work together, stay organized, communicate clearly, and solve problems before they become bigger problems.

Hours:

Monday - Thursday 9:00 a.m. to 5:30 p.m. No evenings, weekends, or holidays. Yep! It's a 3-day weekend EVERY week!!

• Welcome patients and create a professional, friendly, and comfortable experience from the moment they contact our office.
• Manage appointment scheduling, rescheduling, confirmations, check-in, and check-out through our EMR.
• Answer patient phone calls, texts, portal messages, and emails clearly and professionally.
• Respond to prospective patients, explain our services and processes, and guide them through scheduling their initial consultation.
• Help new patients complete required intake paperwork and laboratory testing before their consultation.
• Prepare patient charts before appointments, including reviewing documentation, questionnaires, laboratory status, subscription information, and relevant treatment information.
• Room patients, obtain and document vital signs, and prepare patients for their appointment.
• Assist the provider with appropriate clinical tasks based on training, demonstrated competency, and scope of practice.
• Process provider-authorized laboratory orders and track outstanding labs to ensure results are received before scheduled appointments.
• Coordinate prescription and medication-related administrative tasks as directed by the provider.
• Maintain accurate patient demographics, medication information, documentation, and records in the EMR.
• Schedule follow-up appointments and create reminders for laboratory testing, medication follow-up, and other required care.
• Help manage patient subscriptions, payment schedules, declined payments, invoices, and outstanding balances.
• Maintain accurate internal tracking spreadsheets and administrative records.
• Communicate office policies, subscription requirements, laboratory instructions, and other patient information clearly and consistently.
• Protect patient privacy and maintain strict HIPAA compliance.
• Help maintain an organized, clean, professional office environment.
• Identify problems, incomplete tasks, missing information, or potential patient-flow issues before they disrupt the day.
• Support the provider and other team members wherever needed to keep the practice running efficiently.

You do not need to know everything on your first day. However, you do need to be organized, teachable, dependable, detail-oriented, and willing to take ownership of your work.

The right person:

• Has a high school diploma (or equivalent) required.
• At least one year of experience in a medical office or outpatient clinical setting required.
• Experience with patient scheduling, EMR documentation, patient communication, chart preparation, or clinical support required. Experience with Opti Mantra or a similar EMR is a plus.
• Experience as a Medical Receptionist, Medical Assistant, CNA, or…