Medical Assistant / Patient Care Coordinator

Medical Assistant / Patient Care Coordinator Aviara Acupuncture & Integrative Wellness Carlsbad, CA Job Details Part-time $21 - $24 an hour 1 day ago Benefits Free parking Paid training Paid time off On-the-job training Employee discount Qualifications Teamwork Medical scheduling Administrative experience Medical administrative support Patient interaction Full Job Description Are you the kind of person who thrives in a calm, wellness-centered space? Someone who genuinely loves helping people feel cared for, supported, and uplifted? Do you take pride in being organized, reliable, and proactive? Are you the one friends trust to stay on top of the details and bring good energy into any room? If so, this might be the perfect fit for you. Aviara Acupuncture & Integrative Wellness is looking for our next Medical Assistant / Patient Care Coordinator to join our growing team.

WHO ARE WE

At Aviara Acupuncture & Integrative Wellness, we believe true healing comes from treating the root cause, not just the symptoms. Our clinic blends the ancient wisdom of Traditional Chinese Medicine with modern technologies to help patients achieve long-term vitality and balance. From acupuncture and herbal therapy to microneedling and body sculpting, we offer personalized, integrative care in a calm, supportive setting. Founded by Nenita McElroy, a former ICU nurse turned board-certified acupuncturist, our practice is a family-run space grounded in compassion, professionalism, and whole-person healing. Our mission is to help people feel their best physically, emotionally, and energetically.

THE ROLE

As our Medical Assistant / Patient Care Coordinator, you'll play a key role in both the front and back ends of the practice. This is a hybrid position involving administrative work, patient communication, treatment prep, and select service delivery. You'll be the person who keeps our practice running smoothly and our patients feeling well cared for.

Your responsibilities will include:

Patient Experience & Front Desk Operations Welcoming Presence:

Greet and check in/out patients with warmth, professionalism, and attentive service throughout their entire visit.

High-Priority Communication:

Manage clinic calls, emails, and website form fills through Jane (our EMR). You will prioritize overnight/early morning voicemails and website form fills, ensuring all calls are promptly followed up with a text and/or email.

Scheduling & Onboarding:

Coordinate and confirm consultations. For new patients, you will print intake forms, create physical/digital charts, and prepare them for their visit.

Financial Transactions:

Seamlessly handle client checkouts, process gift cards within Jane, and create/send patient superbills for out-of-network insurance reimbursement.

Clinical Support & Patient Tracking Treatment Delivery:

Perform select clinical services, including body sculpting and functional wellness treatments using our Emsuite technology (Emsculpt Neo, Emsella, and Exomind). You must be completely comfortable with direct, professional patient contact, including placing treatment applicators and ensuring patient comfort throughout their sessions. Prior experience with these technologies is not required, we provide training for candidates with strong hospitality, sales, or front desk backgrounds who are eager to learn clinical skills.

Patient Documentation:

Take and log progress photos, input treatment records (numbers, notes), and record patient metrics (including Hume scale measurements) into Jane and our master tracking sheets. Utilize patient data to create compelling Before/After presentations to support reassessments.

Room & Shift Prep:

Set up the practice upon arrival, sanitize and restock treatment rooms post-procedure, and ensure patient amenities are always refreshed.

Internal Operations & Collaboration Inventory & Vendor Relations:

Assist with tracking inventory, receiving new product shipments, maintaining stock organization, and professionally interacting with visiting sales representatives.

Leadership Syncs:

Proactively communicate and align with clinic leadership (Nenita) for daily updates, ensuring internal tracking documents are kept live and accurate.

Team Mindset:

Participate in team syncs with a "we over me" attitude, cross-promoting relevant services, packages, or treatments to support the clinic's growth. Bonus Skills (Valued, Not Required)

Social Media Support:

Capture treatment content and patient testimonials for marketing purposes.

Review Generation:

Prompt satisfied patients for online reviews and testimonials.

VA Benefits Navigation:

Experience with veteran insurance verification and benefits coordination.

THIS ROLE IS FOR YOU IF

Comfort with

Patient Care:

You are completely comfortable providing hands-on, physical care to patients, including placing treatment equipment, taking body measurements, and ensuring patient comfort during sessions.

Sales & Hospitality Mindset:

You have experience in a customer-facing role (luxury retail, high-end hospitality, medical spa, or medical sales) where you cross-sold services, upsold treatment packages, or managed a busy front desk with professionalism.

Confident Communicator:

You're warm, welcoming, and confident in building rapport with patients, making thoughtful service recommendations, and creating a supportive environment throughout their visit.

Tech-Savvy:

You can quickly learn new software systems. Experience with Jane EMR or similar medical scheduling platforms is a plus.

Detail-Oriented:

You have exceptional organizational skills and can seamlessly handle patient charts, follow communication protocols, and process financial transactions with accuracy.

Reliable & Proactive:

You're a self-starter who takes initiative, values open communication with leadership, and embodies a true "we over me" team mindset.

Flexible & Adaptable:

You're willing to accommodate patient needs, including occasional evenings, Fridays, and weekends as the practice grows.

Passionate About Wellness:

You have a genuine interest in health and wellness and are excited to learn about holistic care, integrative medicine, and how our treatments support whole-person healing.

PLEASE DO NOT APPLY IF

You struggle with punctuality, consistency, or follow-through You prefer to work alone rather than as part of a team You are uncomfortable with patient-facing roles or multitasking You do not have a personal interest in holistic health or wellness You are not open to learning new tools, systems, or treatment techniques You have difficulty accepting feedback or collaborating with others You need a rigid, fixed schedule without flexibility

COMPENSATION & PERKS

$21 to $24 an hour base (Plus uncapped commission) Commission structure: Earn additional income through performance-based bonuses on Emsuite package sales (Emsculpt Neo, Emsella, and Exomind) Employee discount on wellness services Paid time off and major holiday closures Supportive, heart-centered workplace with opportunities to grow in holistic health

SCHEDULE & DETAILS

Part-time, in-person position

Core Schedule:

Monday through Thursday, 9:00 AM to 5:00 PM (Enjoy the benefit of a consistent 4-day work week!) Flexibility to

Fit Patient Needs:

While Monday through Thursday our standard days, you must be willing to stay later on working days to accommodate patient schedules

Extended Availability:

Flexibility to come in on Fridays or weekends as necessary based on patient volume, special events, or clinic demands. Located in

Carlsbad, CA Job Type:

Part-time Pay:

$21.00 - $24.00 per hour

Benefits:

Employee discount Free parking On-the-job training Paid time off Paid training Ability to

Commute:

Carlsbad, CA 92011 (Required) Ability to

Relocate:

Carlsbad, CA 92011: Relocate before starting work (Required)

Work Location:

In person