About the Role
We are seeking an experienced, warm, and detail-oriented Clinical Care Coordinator to join our growing functional medicine clinic. You’ll serve as the bridge between clients and providers—making sure every client feels supported, heard, and guided throughout their health journey.
This role combines client-facing communication with behind-the-scenes coordination. You’ll support both clinical and administrative tasks, including client charting, answering general protocol questions, coordinating communication workflows, and assisting with retention efforts.
This role is a great fit for someone who thrives in client support, is passionate about functional health, and has 4+ years of healthcare administrative experience.
Responsibilities
- Ensure every client feels supported and informed by answering protocol and next-step questions with clarity and care
- Keep clients engaged in their care journey through timely follow-ups, outreach, and retention systems
- Prepare accurate client charts and records so providers can deliver the best possible care
- Respond quickly and professionally to client emails, calls, and voicemails (within 24 business hours)
- Support provider efficiency by managing inbox communication- triaging messages, drafting responses to common client questions, and flagging only true clinical questions. Develop or refine SOPs to streamline operations and reduce provider dependency.
- Collect and highlight client feedback (e.g., Google reviews) to improve experiences and share success stories
- Maintain smooth communication between clients and providers so care never feels disjointed
- Contribute to ongoing improvements, bringing ideas to streamline processes and elevate the client journey
Qualifications
Required:
- High School Diploma required; Associate’s or higher preferred
- 4+ years of experience (required) in healthcare admin, client services, or similar roles
- Proficiency with team management and remote communication tools
- Strong written and verbal communication skills
- Able to work independently and manage multiple tasks efficiently
- Warm, professional, and client-focused demeanor
- Passionate about health, wellness, and functional medicine
- Detail-oriented with a systems mindset
Preferred:
- Medical Assistant certification or background preferred
- Experience in functional or integrative medicine setting
- Familiarity with EMRs and client communication tools
- Process improvement mindset and ability to contribute ideas proactively
Measures of Success
You’ll know you’re succeeding in this role if:
- Clients consistently feel supported and confident in their care (measured through feedback and retention).
- Emails, calls, and voicemails are responded to within 24 business hours.
- Charts and records are accurate, complete, and ready before appointments.
- Client retention rates remain strong, with effective follow-up systems in place.
- Providers and team members share positive feedback about your collaboration and reliability.
- You regularly contribute ideas that improve workflows and elevate client outcomes.
Who We Are
- At the Ruscio Institute, we believe healthcare should be simple, effective, and compassionate. Our clinic is focused on helping people with chronic and complex health concerns—especially gut issues—finally find relief and clarity.
- We’re a small but highly collaborative team led by Dr. Michael Ruscio, DC, along with a group of dedicated doctors and staff. Our approach combines evidence-informed care with practical systems that make the client journey as smooth as possible.
- Beyond client care, we’re committed to advancing the field of functional medicine through clinical research, education, and innovation. Every team member contributes to a mission bigger than themselves: transforming healthcare into an experience that works for both providers and clients.
Compensation & Benefits
- Competitive pay, based on experience
- W2 employee status
- Opportunity for long-term growth