Virtual Patient Care Coordinator & Medical Operations Assistant

Full Job Description

Salus Natural Medicine is a boutique naturopathic and functional medicine clinic based in Pleasant Hill, California, providing both in-person and statewide telehealth care. We specialize in root-cause medicine for complex chronic conditions, including mold illness (CIRS), hormonal and endocrine imbalances, gut-brain dysfunction, and nervous system regulation.

We are seeking a dedicated, empathetic, and detail-oriented Virtual Patient Care Coordinator to serve as the operational backbone of our practice. This role blends virtual medical assistant duties, warm front-office phone management, and digital administrative coordination. You will work directly with our lead physician, Dr. Jenny Valencia Root, ND, to ensure our patients feel supported, organized, and heard from their first discovery call through every stage of their treatment plan.

Job Responsibilities

• Phone & Patient Communications: Serve as the first voice of the clinic; answer inbound calls and portal messages with warmth, clarity, and professionalism; explain our cash-pay model and consultation options; schedule discovery calls; and triage urgent questions to the doctor.
• Virtual Medical Assistant Workflows: Prepare and organize patient charts prior to visits; confirm completion of medical history intakes; coordinate specialty functional lab kits (DUTCH, GI-MAP, mycotoxins, blood panels); track lab results; and route electronic supplement recommendations (e.g., Fullscript).
• Practice Administration: Manage the clinic calendar and visit buffers in the EHR; collect and process visit fees securely; issue invoices and superbills upon request; manage clinic inboxes; and maintain rigorous HIPAA privacy standards.

Job Requirements

• Language: Fluent verbal and written English (Advanced / C1–C2 level) with clear, warm telephone communication. Professional working Spanish.
• Experience: Minimum 2 years of experience as a Medical Assistant, Medical Virtual Assistant, or Healthcare Receptionist (experience in functional, naturopathic, or private cash practices strongly preferred).
• Hours: Consistent availability during California hours: Monday through Thursday afternoons PST (approx. 20 hours/week).
• Technical Skills: Familiarity with cloud EHR platforms (e.g., CharmHealth, Jane, Practice Better, or Cerbo), VoIP phone tools (e.g., Spruce, RingCentral), and Google Workspace.
• Personal Qualities: High emotional intelligence, comfort speaking with patients experiencing chronic health struggles, impeccable organizational skills, and strict confidentiality.
• Work Setup: Reliable high-speed internet, a dedicated quiet workspace, and a noise-canceling headset.

Skills Required

• Admin Support - Expert
• Phone Support - Expert
• Administration - Intermediate
• Customer Service - Intermediate

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