Front Desk Administrative Assistant

Hormone Wellness MD is a boutique medical practice dedicated to supporting women’s midlife health through a comprehensive, whole-person approach. We are a small business of women serving women. As a membership-based practice operating outside the traditional insurance model, we build meaningful partnerships with our patients, enabling us to offer individualized, high-touch care that promotes optimal wellness. Our commitment to exceptional service ensures that our patients receive compassionate, responsive support tailored to their needs. Our practice primarily serves women navigating the challenges of midlife hormonal changes, often experiencing symptoms like sleep disruption and energy fluctuations. We are committed to fostering a kind, inclusive, and respectful environment, and we expect all team members to uphold these values in every patient interaction.

We are seeking a skilled, patient-centered individual to join our team in a front-facing role, providing support to our patients with empathy, calmness, and compassion.

All applicants are asked to review the membership page on our website (https://hormonewellnessmd.com/membership) and record a 1-2 minute Loom video showing how you would explain our membership to a potential new patient. Please share this video with us, along with a cover letter and resume. Candidates who do not complete this step will not be considered for the position.

Key Qualifications and Qualities:

• Proficient in administrative processes with strong attention to detail and accuracy.
• Skilled in patient communication, fostering a welcoming and supportive atmosphere.
• Technologically proficient and comfortable using various digital platforms such as Charm EHR, Acuity, Google Workspace, Teachable, Fullscript, Zoom, Loom.
• Ability to follow Standardized Operating Procedures to complete tasks. The right candidate will use these documents to problem solve independently before asking for help. We are invested in your success and while support is available, it is essential that the candidate utilize the resources we have already provided.
• Self-motivated and adaptable - Proactively identifies potential improvements to workflows and communicates suggestions to management.
• Our practice supports patients with multiple chemical sensitivities, so adherence to our fragrance-free policy is mandatory. Candidates must refrain from using perfume, scented lotions, or any fragranced products in the office.
• Are you excited about health? We want every member of our team to reflect a passion for improving vitality. Demonstrated experience with diet, lifestyle, or holistic health approaches, with a genuine commitment to wellness.

Tasks include:

• In-office support, patient reception and check-out
• Printing handouts, visit summaries, lab orders
• Provide test kits and samples to patient as directed by provider
• Real-time support during appointments via EHR messaging from providers - checking for labs, images, calling pharmacies for clarifications, etc.
• Appointment scheduling, cancellations and rescheduling
• Answering phones/responding to messages
• Membership benefit enrollment
• Payment processing for appointments and membership fees.
• Perform body composition scans for patients using specialized equipment (SECA)(comprehensive on-site training provided).
• Measure and record patient weight and blood pressure (full training provided on-site).
• Sending reminders for upcoming appointments and lab testing
• General patient and office support
• Office supply management - communicating with provider on what is needed and keeping samples on hand for patients
• Maintain clean office environment - vacuum office twice weekly, take out trash, water plants once a week

Details:

• Starts October 2026
• 38 hours per week
• In Office required Monday-Thursday (8:30am - 4:30pm), Fridays (8:30am-3 pm)
• • Welcome to clock out and leave for lunch but must return to office at least 10 min prior to next patient
  • No weekends or evenings
• Wage $25/hour
• HIPAA certification required
• Previous experience in medical administration, customer service and computer skills are required (1 year continuous).
• Benefits
• • Paid holidays: Christmas, Thanksgiving, New Years, July 4th, MLK Day, Labor Day, Memorial Day
  • 2 weeks of paid vacation per year
  • • One week should be taken in the last week of the year
  • Supplement discount 20%
  • Free access to online educational resource (Retail value $50/month)
• Training is provided virtually by the Office Manager, with additional support through written SOPs and How-To videos. We are looking for someone who is proactive, resourceful, and willing to utilize these resources before asking for assistance. When you do need help, we expect you to review and reference the guidance provided so that you can apply it independently.

Hormone Wellness MD is a boutique medical practice dedicated to supporting women’s midlife health through a comprehensive, whole-person approach. We are a small business of women serving women. As a membership-based practice operating outside the traditional insurance model, we build meaningful partnerships with our patients, enabling us to offer individualized, high-touch care that promotes optimal wellness. Our commitment to exceptional service ensures that our patients receive compassionate, responsive support tailored to their needs. Our practice primarily serves women navigating the challenges of midlife hormonal changes, often experiencing symptoms like sleep disruption and energy fluctuations. We are committed to fostering a kind, inclusive, and respectful environment, and we expect all team members to uphold these values in every patient interaction.