Medical Practice Coordinator

Fountain Health NYC is seeking a Medical Practice Coordinator to join our growing team. This role is ideal for a highly organized, proactive, and detail-oriented professional with experience in medical administration and patient coordination who is excited to grow alongside a fast-scaling, high-touch clinical practice.

This position sits at the center of the patient experience. You will oversee end-to-end patient coordination, ensure seamless communication, and help maintain the systems that allow our clinicians to deliver exceptional care. The ideal candidate takes ownership, anticipates needs, and is motivated to learn the inner workings of a modern medical practice as it evolves.

Fountain is a merit-driven, performance-oriented organization. We are redefining wellness and mental health through thoughtful systems, cutting-edge medicine, and an exceptional patient experience. We are looking for someone who wants to grow with the company, deepen their responsibilities over time, and become a trusted part of the clinical and administrative backbone of the practice.

• Front Desk & Patient Communication:
  Serve as the first point of contact for patients via phone, email, and in person.
• Create a warm, professional, and calm experience at every patient touchpoint.
• Collect, verify, and maintain accurate patient information.
• Schedule and manage appointments for in-person IV ketamine and integrative treatments.
• Handle rescheduling, cancellations, and appointment reminders with professionalism and efficiency.
• Coordinate follow-ups to support continuity of care.

• Manage full patient intake from initial inquiry through onboarding and documentation.
• Assist with intake forms, consent documentation, and visit preparation.
• Order and manage office and medical supplies as needed.
• Manage Calendly and related scheduling tools.
• Support automated patient communications and workflow setup.
• Use Google Workspace and internal systems to organize documentation and patient data.
• Experience with Salesforce or willingness to learn CRM and data systems is a strong plus.
• Support patient onboarding for telehealth services.
• Coordinate medication orders with compounding pharmacies.
• Assist with prescription refill coordination and patient communication.

• Deliver high-touch, detail-oriented support throughout the patient journey.
• Proactively identify issues and solve problems before they escalate.
• Track and organize patient data to support care delivery and internal improvements.
• Identify opportunities to streamline workflows and improve how the practice runs day to day.
• Support patient engagement and practice initiatives as the clinic grows.

• 3–5 years of experience in a medical administrative, care coordination, or patient-facing role.
• Comfort working with EHR/EMR systems, scheduling platforms, and Google Workspace.
• Experience with Salesforce or similar data systems is a strong plus.
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Clear, professional, and compassionate communication style.
• Proactive mindset with a strong sense of ownership and accountability.
• Experience in mental health, wellness, or integrative medicine is preferred.