Assistant Practice Administrator / Front Desk

Job Description

Job Description

rofemedical.com

#1 PCP in Boca Raton specializing in Medical Weight Loss, HRT, Anti-Aging, Peptides and Regenerative Medicine.  Who We Are

This is a special place. The energy and positivity of the practice is palpable. You leave work with a smile on your face every day, excited about life. Everyone at the office is high IQ, best of the best, and the atmosphere is electric. You hear both patients and staff constantly say, it's a vibe and it absolutely is. We are the #1 PCP practice in Boca Raton, delivering cutting-edge care in functional and regenerative medicine with an emphasis on personalized hormone therapy, wellness optimization, weight loss programs, IV therapy, chronic disease management, peptide protocols, and longevity-based diagnostics. Our onsite pharmacy and supplement store keep things exciting and fast-paced.

Who Are You?

Are you a bright, bubbly, highly organized, and reliable professional who shines at the front desk while also thriving behind the scenes? Do you love creating exceptional patient experiences while quietly keeping an entire practice running smoothly? You're detail-oriented, quick on your feet, proactive, and genuinely enjoy both greeting patients with warmth and supporting the operational backbone of a growing medical office. You bring positive energy, handle multitasking like a pro, and are ready to become the right-hand person to our Practice Administrator — giving her the ability to spend more time at home with her kids and move toward a 4-day work week.

We can train you on our specific systems and processes, but we cannot teach that special ray of sunshine energy combined with sharp administrative talent. You either have it, or you don't. If you're looking for a hybrid role where you'll play a key part in both patient-facing excellence and practice operations, and grow alongside an amazing team that's changing lives, this is your opportunity.

What You'll Do Front Desk / Patient Care Coordinator (Primary Daily Role)

• Greet every patient with a warm, welcoming smile and create an unforgettable first impression.
• Answer phones professionally, schedule appointments efficiently, and manage the flow of a high-volume practice.
• Handle patient check-in/check-out, verify insurance, collect payments, and ensure accurate EHR documentation.
• Support the team with administrative tasks, referrals, prior authorizations, and keeping the front office organized and inviting.
• Communicate clearly and compassionately with patients while maintaining a calm, positive vibe even on the busiest days.

Assistant Practice Administrator Responsibilities (Critical Support Role)

• Serve as the primary backup to the Practice Administrator, stepping in seamlessly when she is out or focused on higher-level work.
• Assist with HR functions: onboarding, employee files, time-off tracking, and basic payroll support.
• Handle systems administration tasks: IT troubleshooting, software updates, app installations, and maintaining all tech platforms.
• Support regulatory compliance efforts (HIPAA, CLIA, OSHA, AHCA exemption, credentialing, DEA, NPI, PDMP, etc.) under the guidance of the Practice Administrator.
• Act as a Patient Advocate when needed and help keep operations running smoothly across the practice.
• Take ownership of special projects and daily operational details so the Practice Administrator can focus on strategic growth and family time.

Requirements

• At least 3 years of combined experience in a medical office front desk/receptionist role and administrative/operational support (family medicine, urgent care, or specialty practice preferred).
• Strong customer service skills with a friendly, professional, and upbeat personality.
• Experience with EHR systems, insurance verification, scheduling, medical terminology, and basic office technology.
• Demonstrated ability to multitask in a fast-paced environment while staying highly detail-oriented and accurate.
• Excellent communication skills (phone and in-person) and a true team-player mindset.
• Personality, personality, personality — it's essential!
• Reliable transportation and flexibility to support coverage needs.

Strongly Preferred

• Experience in a high-volume practice, concierge, functional, or regenerative medicine setting.
• Familiarity with cash-pay services, wellness programs, or advanced administrative tasks (billing, credentialing, compliance, payroll, or IT support).
• Prior customer service experience in hospitality, sales, or retail.
• Bilingual skills are a big plus!

Benefits

Tentative Pay: $22.00 – $30.00 per hour (this pay is NOT firm...we will adjust based on who we find as candidates

• Health insurance
• Paid time off
• Paid sick time
• Employee discount on supplements, pharmacy items, and wellness services
• On-the-job training and professional development
• Opportunities for advancement within a growing practice
• A supportive environment that truly values work-life balance

This is an in-person role at our beautiful Boca Raton location (3196 N Federal Highway). If you're ready to bring your energy, organizational superpowers, and positive attitude to a practice that feels more like a family than a workplace — while playing a meaningful role in supporting both patients and leadership — we'd love to meet you!