Medical Practice Coordinator

About the Role

Fountain Health is a mental health and longevity clinic looking for a Medical Practice Coordinator to support a fast-growing, high-touch practice. This position is well suited to someone who is highly organized, proactive, detail-focused, and experienced in medical administration and patient coordination. The role sits at the heart of the patient journey, helping ensure smooth communication, reliable systems, and strong operational support so clinicians can deliver excellent care.

The organization is merit-driven and performance-oriented, with a focus on thoughtful systems, precision medicine, and a premium patient experience. The team is seeking someone who wants to expand their responsibilities over time and become a dependable part of the clinical and administrative foundation of the clinic.

Primary Responsibilities

Front Desk and Patient Communication

• Act as the initial contact for patients by phone, email, and in person.
• Provide a welcoming, polished, and reassuring experience at every interaction.
• Gather, confirm, and keep patient information accurate and up to date.

Scheduling and Patient Coordination

• Arrange and oversee appointments for in-person IV ketamine and integrative treatment sessions.
• Manage appointment changes, cancellations, and reminders in a timely and professional way.
• Coordinate patient follow-ups to help maintain continuity of care.

Administrative and Practice Support

• Maintain patient records carefully and in line with HIPAA requirements.
• Handle the full intake process from first inquiry through onboarding and documentation.
• Support intake paperwork, consent forms, and preparation for visits.
• Order and monitor office and medical supplies as required.

Technology and Systems

• Work with scheduling and intake tools and help set up automated patient communications and workflows.
• Use Google Workspace and internal systems to organize documents and patient data.
• Operate within CRM and EHR platforms to track patients and keep records current, or show a strong willingness to learn them quickly.
• Assist with billing and insurance-related coordination, including claims, patient invoices, and payment follow-up.

Telehealth and Pharmacy Coordination

• Support patient onboarding for telehealth services.
• Coordinate medication orders with compounding pharmacies.
• Help manage prescription refill coordination and related patient communication.

Patient Experience and Practice Flow

• Provide attentive, high-touch support throughout the patient experience.
• Spot potential issues early and resolve them before they grow.
• Organize patient data in a way that supports care delivery and internal improvements.
• Look for ways to simplify workflows and improve daily practice operations.
• Support patient engagement and clinic initiatives as the practice expands.

Qualifications and Experience

The ideal candidate brings 3 to 5 years of experience in a medical administrative, patient-facing, or care coordination role. Familiarity with EHR/EMR systems, scheduling tools, and Google Workspace is expected. Experience in billing, insurance, CRM platforms, or data systems is a strong advantage.

Success in this role also requires excellent organization, close attention to detail, the ability to juggle multiple priorities in a busy environment, and a communication style that is clear, professional, and compassionate. A proactive attitude, strong ownership, and accountability are important. Background in mental health, wellness, or integrative medicine is preferred.

Compensation

The annual salary for this position is $75,000 to $95,000.