Front Office Lead

Description:

CLAVA Health is a cutting-edge functional and integrative medicine practice focused on optimizing health and longevity through a science-based, patient-centered approach. We specialize in identifying root causes of health issues and empowering patients with personalized, sustainable wellness strategies. Our mission is to provide innovative health solutions within a warm, supportive, and healing environment.

Position Overview:

We are seeking a friendly, highly organized, and proactive Front Office Lead / Patient Wellness Coordinator to serve as the welcoming face and operational linchpin of our practice. This critical leadership role includes overseeing front office operations and supporting patients on their wellness journeys by providing administrative and resource assistance aligned with our personalized care philosophy.

Key Responsibilities:

• Warmly greet patients and visitors, providing a professional and courteous first impression.

• Manage patient check-in and check-out processes efficiently and accurately.

• Handle multi-line phone systems, screen and direct calls, and take detailed messages.

• Schedule, confirm, and manage patient appointments, maintaining an effective calendar system.

• Maintain and update electronic health records (EHR) with strict confidentiality and precision.

• Verify insurance details and assist with basic billing inquiries.

• Collect co-pays and manage patient balances.

• Handle incoming and outgoing mail and deliveries promptly.

• Create, manage, and organize documents using Google Suite (Docs, Sheets, Calendar), Canva, and Dropbox.

• Maintain cleanliness and organization of reception and waiting areas.

• Manage inventory and ordering of office and medical supplies.

• Administer patient consent forms and other required documentation.

• Assist with various administrative tasks and projects to support smooth practice operations.

• Foster a positive, professional, and welcoming atmosphere for patients and colleagues.

Skills and Qualifications:

• Proven experience in a medical receptionist or similar administrative role within a healthcare setting.

• High proficiency with Electronic Health Record (EHR) systems.

• Strong computer literacy, with hands-on experience in Google Suite, Canva, and Dropbox.

• Excellent verbal and written communication skills.

• Exceptional organizational skills and attention to detail.

• Ability to multitask and manage time effectively in a fast-paced environment.

• Strong interpersonal skills, patient-focused with a compassionate approach.

• Ability to work independently and collaboratively as part of a team.

• Proactive problem-solving skills and a positive, can-do attitude.

• Knowledge of medical terminology is a plus.

• Genuine interest in functional medicine, longevity, and holistic health highly desirable.

• Proven ability to establish and maintain organizational systems.

• Experience managing inventory efficiently.

Benefits:

• Competitive salary based on experience.

• Paid Time Off (PTO) and holiday pay.

• Staff discount on wellness services including IV therapy and supplements.

• Professional development opportunities within an innovative and growing practice.

• Supportive and positive work culture dedicated to health and well-being.