Office / Practice Manager – Functional Medicine

Scottsdale, AZ | Full-Time | Small Practice

We are a functional medicine practice seeking an Office / Practice Manager who can deliver compassionate patient care while keeping operations efficient and on track. This is a hands-on leadership role in a small office (team of 4), ideal for someone who balances empathy with strong boundaries. Ideal for someone who has worked in the medical industry and wants a refreshing change in healthcare.

Schedule: Monday–Thursday: 8:00 AM – 5:00 PM Patient appointments

Friday: Administrative work only - Patient visits only for MeRT therapy - usually 8:30 AM-3 PM

Team meetings Mon–Thurs 8:30–9:00 AM

Key Responsibilities:

• Communicate with patients using empathy, clarity, and professionalism
• Guide patients through functional medicine processes including gut health, brain health, diet transitions, labs, and supplements (non-clinical)
• Manage patient communication via Cerbo, CRM. Podium and patient portal
• Oversee labs, notes, documentation, supplement lists, and follow-ups
• Ensure all patient paperwork is completed accurately and on time
• Support educational programs and Practice Member Evaluations - be able to complete the financial close.
• Manage daily office operations and support medical tech and office staff
• Run or assist with team meetings as needed

Decision-Making Structure: The doctor determines patient programs and clinical direction

You ensure:

• The process is explained clearly
• All steps are followed
• Patients and staff know whats next
• Nothing falls through the cracks

Who You Are:

• Naturally empathetic but not a people-pleaser
• Comfortable setting kind, professional boundaries
• Organized, detail-oriented, and follow-through driven
• Calm under pressure
• Confident speaking with patients about sensitive health topics
• Able to manage both human emotions and operational realities
• Comfortable in a small office where everyone matters

Experience & Skills:

• Experience in a medical, wellness, or functional medicine setting strongly preferred
• Comfortable dealing with high priced programs to $22K
• Experience with EMRs / CRMs (Cerbo experience is a plus)
• Strong written and verbal communication skills
• Comfortable with systems, documentation, and accountability
• Leadership or management experience in a small team environment preferred

Why This Role Is Different:

• You will know your patients and make a difference
• You will have real influence over how the practice runs
• You will work closely with the doctor and team
• You wont be lost in a big system or bureaucracy
• Your organization and leadership will matter every day

Why Join Us:

• Small, collaborative practice
• Meaningful patient relationships
• Structured schedule with no patient Fridays
• Opportunity to lead and improve operations

Apply if you enjoy helping patients feel supported—while keeping systems running smoothly.