Receptionist/Administrative Assistant

We are seeking a highly organized, proactive, and compassionate Part-Time Assistant to join our team. This hybrid role is crucial for ensuring the smooth operation of our practice, supporting both administrative and patient-facing functions. If you are a self-starter with excellent communication skills and an interest in holistic health, we encourage you to apply!

Key Details Position Type:

Part-Time, Non-Exempt Hours Approximately:

30-40 hours per week (~30 to start)

Compensation:

$25 - $35 per hour (commensurate with experience)

Work Model:

Hybrid (Remote & In-Office) - In person availability required

Office Location:

Solana Beach, CA Core Responsibilities The Assistant will manage a diverse range of tasks, acting as the operational backbone of Luma Health & Wellness.

Patient & Practice Coordination:

Handle all patient, pharmacy, and professional communications (phone, email, and in-person) with warmth and professionalism. Maintain accurate clinic and patient records (patient charts, clinic documents and insurance, billing information, etc.). Manage the master schedule, including booking, rescheduling, and confirming patient appointments. Process and track patient billing, prior authorizations, provide superbills, and manage accounts receivable.

Marketing & Outreach:

Assist in content creation as needed and coordination with social media and marketing teams. Assist with community outreach and promotional activities to expand our patient base. Coordinate and plan small-scale promotional or educational events for patients and the community.

General Administrative Support:

Handle all incoming and outgoing phone calls, emails, and fax messages, acting as the primary point of contact. Maintain organized digital and physical filing systems. Manage office supplies, mail, and other general clerical duties. Assist with maintenance of insurance contracts, credentialing efforts, and provider data management. Provide support with Prior Authorizations, claims, and approvals on an as-needed basis.

Qualifications Experience:

Previous administrative, healthcare, or customer service experience is highly preferred.

Technical Skills:

Proficiency with standard office software (e.g., Microsoft Office/Google Workspace). Experience with healthcare/billing software is a plus. Knowledge of Meta platforms, LinkedIn, and other social media channels is preferred.

Communication:

Exceptional written and verbal communication skills; comfortable interacting with patients and professionals.

Organizational Skills:

Meticulous attention to detail and proven ability to manage multiple tasks simultaneously and meet deadlines.

Work Ethic:

Reliable, punctual, and comfortable working independently on remote days. Hybrid Work Environment This role offers the flexibility of a hybrid model:

Remote Days:

Work from home to complete digital/administrative tasks such as billing, social media management, and email correspondence.

In-Office Days:

Be present at our Solana Beach office to manage patient check-in, phone lines, and in-person administrative support (approximately 2-3 days/week). We also have a clinic in Temecula, CA, which may require occasional in-office visits (approximately 1 day per month).

Click Here:

https://forms.gle/ySHapMsGjDG6LHtA7 to fill out the interest form if you would like to receive a faster response from our team.

Pay:

$25.00 - $35.00 per hour

Work Location:

In person