Front Desk Office Assistant

Do you have a passion for health, wellness and changing lives?

Do you want to be a part of a movement that is empowering people in your community to take back their health?

And do you have a proven track record of providing exceptional customer service and building lasting professional relationships?

If the answer to that is yes, then we can’t wait to hear more about you

Who is Rothman Health Solutions

We support and empower individuals and couples to reclaim their health, their youth and their life with our transformational lifestyle programs. We make chronic disease optional.

Website - drnicole.com

Who Does Rothman Health Solutions Serve?

• Individuals and couples age 40-60 who are struggling with suboptimized health and chronic disease and the system has let them down-being ignored by their doctors, not getting answers, not getting solutions

• Women in menopause/perimenopause who have tried everything, want to be healthier, don’t want hormone replacement or don't qualify and don’t feel like themselves anymore

The Role: Front Desk Office Assistant

As the Front Desk Office Assistant, you will be the first point of contact for our members, most of whom are virtual, ensuring they feel welcomed, supported, and informed throughout their care journey. This role is vital to ensuring a seamless member experience, from scheduling appointments to managing communications. You’ll manage the front desk operations, supplement orders and shipping, assist with member inquiries, and facilitate smooth workflows between administrative and clinical teams, help manage and be present at in-person marketing events. You will manage the Flowpresso clients, open zoom for the doctors, enroll new clients, confirm new member appointments, and manage forms. Your role will be crucial in creating a positive and efficient environment where members receive the best care possible.

Role Outcome:

Ensure a welcoming, efficient, and professional experience for all members and prospective members from the moment they contact our practice until they complete their program. You will help new members move forward on their wellness journey.

Responsibilities:

Member Communication & Support:

Serve as the first point of contact for members and potential new members, handling phone calls, emails, and in-person inquiries.

Greet members for zoom appointments, ensuring all required documentation is completed ahead of time.

Manage member appointment scheduling, ensuring accurate and timely bookings as well as confirmations, and preparation for appointments (forms filled out) while protecting the doctor schedules.

Perform financial close and enrollment process for new members.

Front Desk & Office Management:

Maintain an organized front desk area, ensuring it reflects the professionalism and care of the practice.

Handle daily administrative tasks such as answering calls, managing emails, and assisting with paperwork.

Coordinate member flow, ensuring smooth transitions between zoom appointments and minimizing wait times.

Handle all supplement orders, inventory and shipping and any pick up orders for local members.

Member Records & Documentation:

Maintain and update member records in the electronic health record (EHR) system.

Collect and process payments accurately.

Complete new member checklists.

Collaboration with Coaching, Clinical, Leadership and Sales Teams:

Communicate effectively with all staff to ensure all member information is up to date.

Coordinate follow-up care with members, including scheduling future appointments and providing information on next steps in their care plan.

Key Performance Indicators (KPIs):

Track member satisfaction scores and ensure all members feel supported and informed.

Monitor member wait times and appointment scheduling efficiency.

Close new members into programs by completing enrollment processes and collecting fees for programs.

# Referrals, VIP members, Testimonials and Reviews

Requirements:

Education & Experience:

High school diploma or equivalent required; associate’s or bachelor’s degree in healthcare administration or a related field is preferred.

2 years of experience in a front desk, customer service, or administrative role, preferably in a healthcare setting.

1 years of experience in sales.

Skills & Competencies:

Excellent customer service and communication skills, with a professional, empathetic and friendly demeanor.

Strong organizational skills and attention to detail.

Ability to multitask and focus and handle a busy front desk environment.

Proficiency with EHR systems and basic office software (Google Suite).

Fast learner, resourcefulness, problem solver.

Technical:

Experience with member scheduling and health record systems.

Knowledge of tech such as Monday, Slack, Zoom, Google Suite and other important technologies we use on a daily basis.

Personal Attributes:

Empathetic and member-focused, with a commitment to ensuring a positive member experience.

Dependable and adaptable, able to manage changing priorities in a fast-paced environment.

Team player with strong interpersonal skills and a collaborative mindset.

Compensation:

Patient Care Coordinator Base Range - $20 additional consideration based on experience

Bonuses and commissions available

Time Availability:

• This is a full time, 40 hour position

• General office hours are as follows: M-F

• In house position

FIRST STEP: PLEASE CALL 561-903-0050 to learn more and leave a message about yourself and why this job speaks to you!

Do not call our office.