Front Office & Administrative Coordinator

A little about us and who I’m looking for

Hello, and thank you for your interest in joining our team!

I’m looking for a warm, polished, organized, and dependable person to join us at 360 MD as our Front Office & Administrative Coordinator. We are a physician-led longevity and wellness practice in Austin, and we take a lot of pride in the experience we provide our patients.

I always joke with our team that we are a “5-star luxury doctor’s office.” What I mean by that is that the little things matter. From the way we greet someone when they walk through the door to how we answer the phone, communicate with patients, keep the office looking beautiful, and make sure everything runs smoothly, I want every patient to feel welcomed, cared for, and valued.

I’m looking for someone who naturally takes pride in their work, enjoys helping people, and understands that the front desk & admin is so much more than answering phones. You will be the first impression of our practice and play an important role in keeping our day-to-day operations organized and running efficiently.

What you’ll be doing. Patient Experience & Front Desk

• Welcome every patient with a friendly smile, warmth, and professionalism.
• Create a smooth, elevated check-in and check-out experience from start to finish.
• Schedule, confirm, and manage appointments while keeping provider schedules organized and accurate.
• Follow up on cancellations and help fill openings when possible.
• Answer incoming calls, respond to patient messages, and manage voicemails in a timely manner.
• Communicate clearly with patients regarding appointments, paperwork, and pre-visit instructions.
• Help guide new patients through the onboarding process and ensure intake paperwork is complete and accurate.
• Assist with patient scheduling and general questions through Healthie, our patient portal, along with our other communication platforms.
• Handle patient information, identification, and insurance details with care and discretion.
• Maintain patient confidentiality and follow HIPAA guidelines at all times.

2. Clinical & Administrative Support

• Work closely with me, as the Office Manager, to help keep daily operations organized and running smoothly.
• Provide administrative support to our providers and assist the Medical Assistants with non-clinical tasks when needed.
• Help coordinate patient appointments, pre-visit requirements, outstanding balances, and follow-up items.
• Assist with billing, invoicing, payment processing, and other administrative tasks.
• Ensure payments for supplements, medications, and services are processed accurately.
• Help address patient questions or concerns and know when to bring something to my attention.
• Become comfortable using Healthie and learn our internal processes and workflows.
• Help keep communication flowing between the front desk, providers, and Medical Assistants.

3. Office Organization & Daily Operations

This is a big part of the role! I need someone who takes ownership of the front office and helps keep our practice looking and running its best.

• Help open and prepare the office each morning alongside the Medical Assistant.
• Monitor daily schedules and anticipate anything that could affect the flow of the day.
• Make sure the reception area and patient spaces are clean, organized, welcoming, and ready for patients.
• Pay attention to the little details: lighting, ambiance, presentation, and the overall feel of the office.
• Help ensure exam and treatment rooms are stocked and patient-ready when needed.
• Keep an eye on office supplies, linens, toiletries, and other everyday essentials, coordinating with the Medical Assistant on medical supplies.
• Receive and organize deliveries and incoming shipments.
• Check supplement inventory when orders arrive and help keep inventory organized.
• Make sure office equipment, including phones, printers, Wi-Fi, and label printers, is functioning properly.
• Keep the front desk and administrative areas neat and organized throughout the day.

The kind of person I’m hoping to find

More than anything, I’m looking for the right fit for our team. Skills can be taught, but attitude, initiative, and the way someone treats others are just as important to me.

Ideally, you are someone who:

• Is naturally warm and welcoming & speaks well. You enjoy interacting with people and making them feel comfortable.
• Is organized and detail-oriented. You keep track of the little things and don't let important details fall through the cracks.
• Take initiative. You don't always need someone to tell you what to do next. You notice what needs attention and take action.
• Is dependable and follows through. If you say you will take care of something, I can trust that it will get done.
• Communicates well. You are professional, personable, and comfortable speaking with patients, providers, and coworkers.
• Can multitask without getting flustered. You can manage calls, check-ins, scheduling, and other tasks while remaining calm and pleasant.
• Takes pride in your environment. You notice when something is out of place and care about keeping the office looking its best.
• Is comfortable with technology. You are willing to learn our systems, including Healthie, and can pick up new processes.
• Is a team player. We all pitch in when needed, and I value someone who is helpful, flexible, and considerate of their coworkers.
• Is comfortable asking questions. I don't expect you to know everything right away. I value open communication, and I'm available to help you work through questions and learn as you go.
• Understands the importance of discretion. Patient privacy, professionalism, and good judgment are essential in a medical practice.

Previous medical front desk or administrative experience is required, especially in a concierge medical office, wellness practice, or other high-touch customer service environment.

What matters to me in this role

There will be busy days, changing schedules, and things that need to be handled on the fly. I'm looking for someone who can adapt, communicate, and help find solutions.

I also want someone who enjoys being here! We work closely as a team, and having someone who brings a positive attitude, treats others with kindness, and genuinely cares about what they do makes a difference.

If you are someone who loves organization, enjoys working with people, and takes pride in creating an exceptional experience, this could be a great fit.

Pay: $25.00 - $31.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off

Work Location: In person

Salary : $25 - $31