Integrative Healthcare Solutions is a multi-disciplinary practice dedicated to treating individuals suffering from various forms of pain and injury. Our mission is to foster a healthier community through a wide array of treatment options, including chiropractic care, massage therapy and physio therapy modalities as well as patient education.
We are seeking an Assistant Office Manager to join our team in Jacksonville Beach, FL. It is a pivotal leadership role responsible for helping the administrative, operational, and strategic functions of Integrative Healthcare Solutions. This role is focused on managing staff, enhancing patient satisfaction, medical billing and collections oversight, and supporting practice growth. The Assistant Office Manager will collaborate closely with the Office Manager, Dr. Vesce, doctors and staff to maintain a high standard of care and drive the practice’s success.
Key Responsibilities
1. Staff Management and Leadership
- Supervise and mentor the front desk specialist, chiropractic assistant, massage therapist, and other staff members.
- Coordinate daily team huddles to motivate staff, address concerns, review patient schedules, remind staff of office holidays, etc.
- Conduct periodic performance evaluations and provide feedback to improve team performance.
- Foster a positive, collaborative work environment to boost morale and efficiency.
2. Patient Relations and Experience
- Ensure exceptional patient satisfaction by addressing concerns and complaints promptly and professionally.
- Implement strategies to enhance patient retention, such as talking with patients on office visits ort follow-up calls making sure their concerns are being addressed.
- Coordinate with the doctors and staff to gather patient feedback and improve care and service delivery.
- Maintain a welcoming and professional office environment for patients.
3. Operations Management
- Oversee daily office operations, including patient flow, scheduling coordination, and inventory management.
- Ensure the office is clean, organized, and well-maintained to create a positive patient experience.
- Manage office supplies, equipment, and maintenance, placing orders as needed.
- Streamline processes to maximize efficiency and minimize patient wait times.
4. Billing Oversight
- Ensuring correct claim info being submitted to insurance companies, such as claim numbers, policy numbers, etc.
- Insurance verification, confirmation of patient's financial responsibility.
- Review billing reports and financial data to verify efficient billing procedures, patient insurance info requirement for billing, appropriate dx codes used, etc.
- Ensure all financial documentation is accurate and accessible for practice records.
5. Financial Management
- Monitor expenses and implement cost-effective strategies to optimize operations.
- Prepare and review daily transaction report with front desk specialist to ensure accurate billing, coding and amount of money collected in cash/credit cards.
- Track key production and financial metrics to ensure the practice’s fiscal health.
6. Administrative Tasks
- Manage all correspondence, including emails, letters, and phone calls, as needed.
- Assist with scheduling for all healthcare providers when required.
- Handle any additional administrative duties to support the practice’s operations.
Qualifications
- Previous experience in a managerial role, preferably in a healthcare or chiropractic setting but not required.
- Strong organizational, leadership, and communication skills.
- Proficiency in office management software, electronic health records (EHR) systems, and financial tools.
- Knowledge of healthcare regulations and compliance requirements.
- Ability to multitask, prioritize, and thrive in a fast-paced environment.
Additional Information
- This role may require flexibility in hours, particularly during busy periods or when covering for other staff.
- The position will serve as a key member of the practice leadership team, working closely with the owner and staff to achieve business objectives.
- Opportunities for professional development, such as training in management or marketing, may be provided to support the role.
- Clear Communication: Discuss how the duties align with the practice’s goals. All input and ideas are encouraged to foster ownership of the role.
- Performance Metrics: Establish clear goals, such as improving patient satisfaction through Google business reviews , increasing new patient acquisitions monthly, reducing operational inefficiencies as a few ways to measure success.
- Regular Check-ins: There are weekly meetings to review progress, address challenges, and ensure alignment with practice objectives.
If you are passionate about making a difference in healthcare and possess the skills we seek, we invite you to apply today! Join us at Integrative Healthcare Solutions and help us create a healthier community.
Job Type: Full-time
Pay: $40,000.00 - $50,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
