Administrative Coordinator

Full-time | In-person | Raleigh, NCMonday–Friday, 8:45 AM – 5:15 PM

About Ruby Oak Nutrition

Ruby Oak Nutrition is a group nutrition private practice in Raleigh, North Carolina. Our team of registered dietitians provides nutrition counseling for eating disorders, disordered eating, chronic health conditions, digestive concerns, pediatric nutrition, sports nutrition, and more.

We're looking for an experienced Administrative Coordinator to take ownership of the day-to-day administrative operations of our practice, with primary responsibility for client scheduling, referral coordination, and billing.

This isn't an entry-level administrative position, and we're not looking for someone who needs to be given a daily task list. We're looking for someone who enjoys creating order, following systems, catching details, and making sure things get done.

You may be especially well suited to this position if you've previously managed an office or a small team and enjoyed the operational side of that work,ut you're ready for a role where you can have significant responsibility and autonomy without managing other employees.

What You'll Own

Scheduling, Client Experience, and Referral Coordination

You'll be responsible for keeping the scheduling side of our practice running smoothly from the time a prospective client contacts us through their ongoing care.

This includes:

• Responding to new client inquiries by phone and email
• Answering phones, routing calls, and assisting clients, families, providers, and other community partners
• Helping new clients choose the right dietitian and schedule their first appointment
• Managing new client intake and administrative onboarding
• Coordinating provider schedules and availability
• Managing waitlists, cancellations, rescheduling, and other scheduling changes
• Identifying scheduling problems and helping resolve them
• Answering client questions and troubleshooting administrative issues
• Providing a warm, professional experience for clients and families

• Processing Release of Information (ROI) requests in accordance with HIPAA requirements
• Managing incoming and outgoing faxes, referrals, clinical documents, and correspondence
• Ensuring documents are properly labeled and uploaded to the appropriate client record in our EHR
• Maintaining organized electronic and physical records
• Processing record requests from clients, healthcare providers, and insurance companies
• Following up when administrative documentation is missing or incomplete
• Maintaining client confidentiality and following HIPAA requirements

Billing

You'll own our day-to-day billing process and make sure services are billed accurately and payments are collected appropriately.

This includes:

• Submitting insurance claims
• Monitoring claims and payments
• Following up on unpaid or denied claims
• Correcting and resubmitting claims when necessary
• Processing and tracking client balances
• Responding to client billing questions
• Communicating with insurance companies when necessary
• Maintaining accurate and up-to-date billing records
• Identifying recurring billing issues and developing systems to prevent them

Nutrition billing is relatively straightforward, so extensive medical billing experience isn't required. We're more interested in finding someone who is organized, detail-oriented, comfortable learning systems, and consistent about following processes from beginning to end.

Office Administration

As our in-person administrative team member, you'll help keep our Raleigh office running smoothly.

This includes:

• Serving as a primary administrative point of contact for day-to-day office operations
• Monitoring office supplies, equipment, and administrative needs
• Coordinating administrative schedules, meetings, and appointments as needed
• Supporting employee onboarding paperwork and administrative processes
• Assisting leadership with reports, audits, compliance requests, and operational projects
• Supporting internal audits and quality improvement activities
• Communicating with dietitians and leadership about administrative needs
• Identifying workflow problems and recommending ways to make our systems more efficient and reliable

How You'll Work

We have established processes and automations for many of our administrative functions, and we want someone who appreciates that.

At the same time, we don't expect you to simply follow instructions forever. Once you understand how the practice works, we want you to take ownership of your areas, recognize when something isn't working, and help make our systems better.

A great Administrative Coordinator doesn't need someone checking whether claims were submitted, following up about a scheduling issue, or reminding them about an unfinished task. They have a system for knowing what needs attention and making sure it gets done.

You'll work closely with practice leadership, but this position does not have direct reports or responsibility for managing other employees.

You Might Be a Great Fit If You...

• Have previously managed or helped run a busy office or private practice
• Have experience managing people, projects, or significant areas of responsibility
• Are ready to step away from people management but still want meaningful ownership and autonomy in your work
• Are extremely organized and naturally think in terms of systems, processes, automations, and checklists
• Notice when something has fallen through the cracks—and take care of it
• Like developing routines that make recurring work easier and more reliable
• Can manage multiple ongoing responsibilities without losing track of details
• Are comfortable learning new technology and software
• Communicate clearly and professionally with both clients and peers
• Can stay calm and helpful when a client is frustrated or confused
• Understand the importance of confidentiality and attention to detail in a healthcare setting
• Enjoy being the person who knows how things work and keeps an office running smoothly

Experience

We're looking for someone with approximately 4+ years of administrative or office experience, ideally including significant responsibility for the operations of an office or practice.

Previous experience as an office manager, practice manager, administrative manager, senior administrative coordinator, patient coordinator, or similar role would be especially relevant.

Experience in a nutrition, therapy, counseling, mental health, or other small-to-medium healthcare private practice is strongly preferred. Experience with insurance billing, EHR systems, medical records, or HIPAA-regulated administrative work is also helpful.

More important than extensive billing experience is a demonstrated ability to create and follow systems, stay organized, communicate well with clients, work independently, and take ownership of an area of responsibility.

Compensation and Benefits

• Competitive annual salary, based on experience
• Health insurance
• Short-term disability insurance
• 401(k) with employer match up to 3.5%
• Paid time off
• Paid holidays

Schedule and Location

This is a full-time, fully in-person position at our Raleigh office. Regular working hours are Monday-Friday, 8:45 AM - 5:15 PM

Because this person is an important part of the day-to-day client and team experience, we're specifically looking for someone who enjoys working in an office environment and being a consistent, reliable in-person presence for the practice.