Practice Coordinator

Job Description

Job Description

Practice Coordinator (Clinical & Admin) - Direct Primary Care

Location: Chillicothe or Johnstown, Ohio

Position type: Full-Time (primarily in-office with hybrid potential)

Reporting to: Owner/Physician - Dr. Basil

Requirements:

Certification: CMA, RMA, or LPN (current and in good standing)

Experience: 2+ years in a clinical setting with POC testing and phlebotomy skills

Tech-Savy: Proficiency with EMR systems and modern communication tools

Owner Mindset: Ability to self-manage, anticipate needs, and complete tasks without direct supervision

Hospitality Focus: Exceptional communication skills and patient-centered attitude

Preferences:

- Experience with/in Direct Primary Care

- Background in hospitality or customer service

- Experience with AtlasMD EMR

About the Practice:

Basil Family Medicine is a Direct Primary Care (DPC) practice that Dr. Basil opened in 2021, dedicated to restoring the doctor-patient relationship, patient access, and affordability in healthcare. By removing barriers of traditional insurance-based care, we offer a small panel of patients high-quality individualized care. This is not concierge medicine, but a level of care that prioritizes access and affordability. We believe healthcare should be personal, compassionate, and accessible.

The Role:

As the sole employee of the practice, you are more than a coordinator; you are the face of the patient experience. You will balance limited clinical duties (triage, phlebotomy, point of care testing etc.) with administrative leadership (membership management, patient communications, scheduling).

This role is ideal for a self-motivated individual who thrives on autonomy and wants to provide high quality care and build relationships with patients.

Core Responsibilities:

1. Communication Management

- Manage all incoming communications: phone calls, texts, emails

- Ensure timely, professional responses

- Manage patient feedback and complaints professionally and effectively

- Prioritize urgent or clinically relevant concerns appropriately

2. Scheduling & Patient Coordination

- Schedule patient appointments accurately and efficiently

- Manage cancelations, rescheduling, and waitlists

- Ensure provider schedule is optimized

3. Administrative Workflow Execution

Complete daily administrative tasks including but not limited to:

- Document routing

- Form completion

- Patient coordination tasks

- Maintain organized task lists and follow daily prioritization system

4. Billing & Financial Coordination

- Complete billing-related tasks

- Address outstanding balances

5. Document & Fax management

- Process incoming faxes daily within 24 hours

- Scan and assign all documents into appropriate patient charts

- Ensure documentation accuracy and organization

6. Inventory Management

- Track supply levels (at all locations)

- Manage inventory ordering

7. Office Operations & Organization

- Maintain clean, organized, and functional office environment

- Troubleshooting systems as needed (AtlasMD, Quest, etc.)

8. Workflow & Process Confirmations

- Follow structured daily workflow

- Demonstrate independent leadership with minimal supervision or oversight

- Continuous improvement mindset towards workflow

- Solutions based approach – Detailed and with clear benefit to the business

9. Communication & Leadership Support

- Participate in routine check-ins with Dr. Basil

- Participate in implementing process improvements

Benefits:

120 hours paid vacation, 40 hours paid sick leave, designated holiday pay

Annual education fund

Retirement match

Wellness treatments: Emsella, Emsculpt Neo, Emface

Family Care: Employee, spouse, and dependents BFM family membership

Work phone & tablet provided

Paid travel time when commuting between offices