Front Desk & Scheduling Coordinator

AIM for Wellbeing; Cincinnati (OH); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Complimentary treatments monthly

Deeply discounted supplements

Professional growth opportunities

Mission-driven workplace

Job summary

AIM for Wellbeing is seeking a Front Desk & Scheduling Coordinator in Cincinnati to be the welcoming face and administrative backbone of our integrative medicine practice.

You will handle patient access, scheduling coordination, and essential administrative support across the clinical team, ensuring a seamless, compliant patient journey from booking through visit completion.

Qualifications

• Minimum 1–3 years of customer service or administrative experience in a medical/wellness setting.
• Experience with scheduling in a medical/clinic environment is highly preferred.
• Familiarity with Cerbo EMR or similar EMR systems is a strong plus.

Responsibilities

• Serve as the primary in-person and phone contact for patients and visitors with a warm, professional welcome.
• Check patients in/out using Cerbo EMR; verify demographics and insurance.
• Collect payments, reconcile logs, and prepare deposits as required.
• Respond to patient inquiries via in-person, phone, and Cerbo portal.
• Route messages and manage calls to ensure timely follow-up.
• Manage and optimize the provider scheduling template to maximize access.
• Schedule appointments, telehealth visits, and lab testing coordination across providers.
• Complete new patient registrations and insurance capture in Cerbo.
• Send intake forms, reminders, and pre-visit instructions via Cerbo/portal.
• Confirm upcoming appointments and minimize no-shows.

Skills

Customer service

Multitasking

Professional communication

HIPAA compliance

Microsoft Office

Education

High school diploma

Healthcare admin education

Healthcare certifications (preferred)

Tools

Cerbo EMR

Practice Management systems

Office software (Outlook/Excel)

Job description

The Front Desk & Scheduling Coordinator is the welcoming face and administrative backbone of our functional and integrative medicine practice. This role bridges two interconnected functions: delivering exceptional patient access and scheduling experience, and providing seamless administrative support to the clinical team. Our patients are on complex, whole-person health journeys — and this Coordinator touches every visit. From the moment a patient books their appointment to the moment they complete their visit, this Coordinator ensures every interaction reflects our commitment to root-cause, integrative care.

KEY RESPONSIBILITIES

• Serve as the primary in-person and telephone point of contact for patients, prospective patients, and visitors; create a warm, professional, and welcoming first impression consistent with integrative medicine values.
• Greet and check patients in and out efficiently using Cerbo EMR; verify demographics, insurance, and health history information at each visit.
• Collect payments and outstanding balances at time of service; maintain accurate cash drawer, reconcile payment logs, and prepare deposit records as required.
• Respond to patient inquiries — in person, by phone, and via Cerbo patient portal — with knowledge, empathy, and timeliness.
• Manage all incoming calls and voicemails; route messages to the appropriate team member and ensure timely follow-up.
• Manage and optimize the provider scheduling template in Cerbo EMR to maximize patient access, provider time, and treatment room utilization.
• Schedule new and established patient appointments, follow-ups, telehealth visits, specialty functional lab testing coordination, and procedures; coordinate across multiple providers as needed.
• Complete new patient registration in Cerbo, including full insurance capture (primary, secondary, tertiary) and required documentation.
• Send new patient paperwork, intake questionnaires, appointment reminders, and pre-visit instructions via Cerbo's patient communication tools (portal, text, email).
• Confirm upcoming appointments and proactively manage the daily schedule to reduce no-shows and last-minute gaps.

Cerbo EMR & Administrative Operations

• Navigate Cerbo EMR proficiently for all front-desk functions: patient registration, appointment management, task and in-basket processing, work queues, and document scanning.
• Scan and accurately index incoming documents (outside records, lab results, insurance cards, signed forms) into Cerbo patient charts.
• Process and route incoming faxes, mail, portal messages, and administrative correspondence to appropriate team members daily.
• Process all medical record requests in compliance with HIPAA and applicable regulations.
• Maintain strict compliance with HIPAA privacy and security requirements; handle all patient information with discretion and professionalism.

Office Administration & Team Support

• Maintain a clean, organized, and welcoming front office and reception area that reflects the practice's integrative wellness identity.
• Order and stock front office and clinical supplies; track inventory and submit purchase requests in a timely manner.
• Participate in staff huddles, team meetings, and continuing education sessions; maintain all required competencies.
• Uphold all practice policies, procedures, and standards; contribute to a positive, collaborative, mission-aligned team culture.

QUALIFICATIONS

Education

• High school diploma or equivalent required.
• Associate Degree, Bachelor's Degree, or certification in Healthcare Administration, Medical Office, or a related field preferred.
• Coursework, certifications, or self-directed study in nutrition, supplements, integrative health, or wellness is a meaningful and valued plus.

Experience

• Minimum 1–3 years of customer service or administrative experience required; medical office or wellness clinic experience strongly preferred.
• Prior scheduling experience in a medical or specialty clinic preferred; functional, integrative, or concierge medicine experience is a significant advantage.
• Experience with Cerbo EMR highly preferred; proficiency with any EMR or Practice Management system required.

Required Skills & Knowledge

• Genuine passion for functional and integrative medicine and holistic wellness.
• Eagerness to continuously self-educate on functional medicine concepts and best practices in patient care.
• Strong computer skills including Microsoft Outlook, Word, and Excel; comfort with digital communication tools and telehealth platforms.
• Exceptional customer service and interpersonal skills; ability to connect warmly and knowledgeably with patients and co-workers at every touchpoint.
• Strong organizational skills and ability to multitask confidently across front desk and administrative functions simultaneously.
• Unquestionable integrity, discretion, and commitment to patient confidentiality and HIPAA compliance.

LICENSES, CERTIFICATIONS & REGISTRATIONS

• No specific clinical licensure required.
• Medical Office, Healthcare Administration, or Medical Secretary certification preferred.
• Cerbo EMR training to be completed and demonstrated within the probationary period.
• HIPAA training required upon hire and maintained annually.

WHAT WE OFFER

• A welcoming, mission-driven workplace rooted in whole-person, root-cause health.
• Competitive compensation commensurate with experience.
• Ongoing training and education in functional and integrative medicine and wellness best practices.
• Complimentary or deeply discounted access to practice services and pharmaceutical-grade supplements.
• One complimentary treatment per month (acupuncture, massage, chiropractic, or equivalent).
• A collaborative team environment with real opportunities for professional growth in an expanding integrative medicine practice.