Wellness Service Coordinator for Holistic Clinic Heart Spring Health Portland, OR Job Details Part-time | Full-time $17 - $24 an hour 1 day ago Benefits Paid training Wellness program Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Employee discount Qualifications Hospitality Patient scheduling systems Electronic health records (EHR) management Interpersonal skills HIPAA Administrative experience Attention to detail Escalation handling Full Job Description Wellness Service Coordinator Heart Spring Health is seeking a warm, upbeat, highly organized, and dependable Wellness Service Coordinator to join our integrative healthcare and wellness team. This position combines patient reception and clinic coordination with scheduling and administrative support for our wellness classes and services. It is an active, people-facing role for someone who genuinely enjoys supporting others, maintains a steady and productive pace, follows through consistently, and takes pride in creating a welcoming and well-organized experience. The Wellness Service Coordinator serves as an important connection point among patients, wellness participants, instructors, providers, and clinic staff. About Heart Spring Health Heart Spring Health is an established integrative health clinic in SE Portland. Our multidisciplinary team provides naturopathic medicine, acupuncture, massage, chiropractic care, mental health services, nutrition, and other forms of whole-person healthcare. Our wellness program extends care beyond individual visits through movement classes, mindfulness practices, workshops, personal training, and other services that support sustainable health and meaningful lifestyle change. Position and Schedule This is primarily a full-time, in-person position. We are seeking someone who wants to become a dependable, long-term member of our clinic team. For an exceptionally well-qualified candidate, we may consider a predictable three-quarter-time schedule of approximately 30-32 hours per week, with one designated additional day of availability for occasional coverage. The regular schedule and any coverage expectations will be clearly established before hire. Some evening and Saturday availability is required. Applicants should apply only if they can reliably maintain the schedule and availability described in the posting. Patient and Clinic Support Welcome patients, wellness participants, and visitors and provide a warm, professional experience. Answer incoming calls and assist with scheduling, clinic services, forms, account balances, and general clinic procedures. Schedule, confirm, reschedule, and cancel patient appointments according to provider and clinic guidelines. Check patients in and out, collect copays and other amounts due, and schedule follow-up appointments. Complete appointment integrity and accuracy checks, including confirming the correct provider, visit type, appointment length, and applicable coverage or payment requirements. Maintain accurate patient demographic, contact, insurance, and account information. Upload documents and communications into patient charts. Assist with referrals, faxes, prescription-related communications, and other routine administrative requests. Assist with insurance verification, patient balances, billing follow-up, and aging accounts as assigned. Direct patient questions and concerns to the appropriate clinical or administrative team member. Protect patient privacy and maintain confidentiality in accordance with HIPAA and clinic policies. Wellness Service Coordination Schedule participants for wellness classes, workshops, personal training, and other wellness services. Assist participants with registration, cancellations, class packages, memberships, account questions, and general program information. Maintain accurate class schedules and participant rosters in the clinic's scheduling and registration platforms. Confirm that participants have completed required registrations, agreements, and waivers. Communicate class changes, cancellations, instructor substitutions, and other scheduling information to participants and appropriate team members. Coordinate routine scheduling communication with wellness instructors. Track instructor availability and the status of class-schedule coverage. Promptly communicate unfilled instructor needs, anticipated schedule openings, low enrollment, waitlists, or scheduling conflicts to the appropriate manager. Complete assigned instructor communications by the established deadline and report the results. Help participants identify classes and services that meet their interests and scheduling needs without providing medical advice. Support wellness workshops, open houses, and community events as assigned. Help ensure that wellness spaces are welcoming, organized, stocked, and prepared for scheduled services. General Clinic Support Complete assigned administrative responsibilities during available non-patient-facing time. Maintain organized reception, waiting, and shared wellness areas. Order or restock designated office and reception supplies. Assist with light cleaning, laundry, dishes, room preparation, and other shared clinic responsibilities as needed. Monitor assigned work and communicate promptly when a task may not be completed accurately or on time. Follow clinic procedures and contribute to consistent communication across the reception, clinical, and wellness teams. Assist coworkers when clinic needs change while remaining accountable for individually assigned responsibilities. Complete reasonable duties related to the operation of the clinic and wellness program as assigned. Who Will Thrive in This Position This position is a strong fit for someone who is naturally warm, upbeat, approachable, and energized by helping people. The ideal candidate enjoys creating a welcoming environment while also completing detailed operational work accurately and efficiently. You will likely thrive in this position if you: Arrive on time, prepared, and ready to work at the beginning of each shift. Maintain a steady and productive pace without sacrificing accuracy, warmth, or professionalism. Notice what needs attention and take appropriate action without waiting for repeated reminders. Complete assigned responsibilities fully and by the established deadline. Communicate early when something may not be completed on time or when assistance is needed. Follow through on commitments and close communication loops. Remain calm, friendly, and solutions-oriented when the clinic is busy or plans change. Genuinely enjoy answering phones, supporting people, solving scheduling problems, and helping others feel cared for. Comfortably shift between patient-facing work, phone calls, scheduling, payments, wellness coordination, and administrative tasks. Respond constructively to feedback and demonstrate improvement through subsequent actions. Help coworkers when needed while remaining responsible for your own work. Understand that reliability, attendance, follow-through, and respectful communication are essential to this position. This is not primarily quiet or independent desk work. It is an active role requiring sustained attention, initiative, organization, emotional steadiness, and genuine enjoyment of working with people. Minimum Qualifications At least one year of experience in a medical office, wellness center, customer-service, hospitality, or comparable administrative position. Strong customer-service skills and a demonstrated ability to connect warmly and professionally with others. Excellent organization, attention to detail, and follow-through. Clear and professional verbal and written communication. Ability to learn and accurately use electronic health records, scheduling systems, email, wellness-registration platforms, and other office technology. Ability to manage multiple responsibilities and frequent interruptions while maintaining accuracy. Sound judgment and the ability to recognize when a concern should be escalated. Ability to take appropriate initiative while following established procedures and authority. Ability to work independently and collaboratively and to receive direction and feedback constructively. Consistent attendance, punctuality, and reliability. Commitment to patient privacy, professional boundaries, and respectful workplace communication. Preferred Qualifications Medical reception, patient scheduling, or healthcare-office experience. Experience coordinating classes, workshops, group services, or events. Experience collecting payments and maintaining patient or customer accounts. Familiarity with electronic health records and class-registration or membership platforms. Interest in natural, preventive, trauma-informed, and whole-person care. Macintosh proficiency. Work Environment This is an in-person position in a shared clinical and wellness environment. Work is subject to frequent interruptions, changing priorities, and normal clinic activity and noise. The position involves regular use of phones, computers, electronic health records, and scheduling platforms. The employee will move between reception and wellness areas and occasionally assist with light room setup, stocking, and cleaning. Work performance is evaluated through reliability, attendance, completion of assigned responsibilities, scheduling and account accuracy, communication, workflow reports, feedback, and direct observation. Occasional paid meetings, training sessions, or special events may occur outside the employee's usual schedule, with advance notice whenever practicable. To Apply Please submit the following to : Your résumé; A brief cover letter explaining why this position appeals to you and how your experience would help you support both a busy healthcare clinic and a growing wellness program; and Your general availability, including evening and Saturday availability. Applicants selected for the next step will receive a brief email questionnaire before being invited to a phone interview. Please do not call the clinic regarding your application. Applicants who carefully follow the application instructions will receive priority consideration.

Pay:

$17.00 - $24.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Employee discount Health insurance Paid time off Vision insurance

Work Location:

In person