Medical Office Administrator/Lead Medical Assistant

Job Description

Job Description

Medical Office Administrator / Lead Medical Assistant

Hill Park Integrative Medical Center | Sebastopol, CA
Full-Time | Tuesday–Friday, 8:45 AM–5:15 PM
$26–28/hour DOE

About Hill Park Integrative Medical Center

Hill Park Integrative Medical Center is a private practice in downtown Sebastopol serving Sonoma County for over 35 years. We provide integrative and naturopathic family medicine with specialties including women's health, integrative oncology, pediatrics, and chronic complex illness.

We are a cohesive team committed to excellence in patient care and professional, respectful service. Our staff are one of our greatest strengths, and we place a high value on integrity, diversity, compassion, individualism, and respect. This is a unique opportunity to join a progressive, independent private practice where you can make a meaningful contribution to patient care while developing your skills and growing with the practice.

About the Position

We are seeking a seasoned, highly organized, compassionate Medical Office Administrator / Lead Medical Assistant to provide immediate support to our Naturopathic Doctors and clinical team.

This is a dynamic position combining clinical Medical Assisting, care coordination, extensive provider message management, patient communication, and administrative responsibilities. The ideal candidate will serve as an extension of our providers—anticipating needs, managing workflow, communicating with patients, and making sure treatment plans and follow-up care are carried through to completion.

This position supports patients both in person and virtually and is ideal for an experienced MA who takes initiative, communicates exceptionally well, and understands that excellent patient care depends on strong organization, follow-through, and closing the loop.

Key Responsibilities

• Support Naturopathic Doctors before, during, and after patient visits; anticipate provider needs and help maintain an efficient clinical workflow and message management.
• Prepare patients, charts, medical histories, lab results, imaging, and outside medical records for appointments.
• Take vital signs, perform medication and supplement reconciliation, update EHR information, and assist with examinations and procedures.
• Administer medications and injections as directed and within scope of practice.
• Perform phlebotomy and laboratory processing, including in-house labs and specialized testing.
• Prepare examination rooms and maintain inventory and order clinical supplies.
• Manage, triage, and appropriately route provider EHR messages, and patient phone calls. Provider inbox management.
• Communicate provider recommendations, treatment instructions, specialized test-kit instructions, and next steps to patients.
• Coordinate labs, referrals, prescriptions, supplements, outside records, imaging, and other components of individualized treatment plans.
• Track outstanding orders, results, referrals, and follow-up needs and close the loop to ensure nothing falls through the cracks.
• Provide compassionate patient education and serve as a consistent point of contact between patients and their providers.
• Assist with appointment preparation, scheduling, patient reception, billing, and answering multi-line phones as needed.
• Maintain accurate documentation and uphold HIPAA, OSHA safety, and practice standards.
• Collaborate closely with the entire team to create a professional, respectful, and supportive patient experience.

Qualifications

Required:

• Minimum 3-5 years of Medical Assisting and/or medical office administration experience.
• Medical Assistant certification.
• Phlebotomy experience, preferred
• Previous experience in a clinic or private practice setting.
• Strong knowledge of medical terminology, specimen handling, and laboratory processing.
• Proficiency with IM medication administration.
• Experience with EHR systems and electronic patient communication.
• Excellent communication and patient-service skills.
• Exceptional attention to detail, organization, follow-through, and ability to multitask professionally.
• Ability to work independently while being a collaborative and dependable team member.

Preferred:

• Experience in naturopathic, integrative, functional, or holistic medicine.
• Experience supporting Naturopathic Doctors or other integrative providers.
• Familiarity with functional/integrative laboratory testing, supplements, and individualized treatment plans.
• Experience with virtual/telemedicine patient care.

The Ideal Candidate

We are looking for someone who is experienced, proactive, dependable, and genuinely invested in patient care. You naturally anticipate what providers and patients need, take ownership of your responsibilities, and follow tasks through to completion.

You understand that patients should feel heard, informed, and supported throughout their care—not just during their appointment. You are comfortable managing multiple priorities and provider inbox messages, know when to handle something independently and when to escalate it, and take pride in being someone your providers and teammates can rely on.

Most importantly, you bring warmth, professionalism, integrity, and a positive team attitude to your work.

If you are an experienced Medical Assistant looking for a rewarding, long-term opportunity in a progressive integrative medical practice where your contribution truly matters, we would love to hear from you.

Benefits

• Employee discount on products and services
• Paid sick and vacation time
• Health Insurance: medical, dental and vision offered with 50% employer coverage

To Apply: Please submit your resume and a brief cover letter describing your relevant experience and interest in joining Hill Park Integrative Medical Center.