Front Office Manager (Full-Time)
Love Acupuncture & Wellness Group
Location: Portland, OR
Job Type: Full-Time
Join Our Team
Love Acupuncture & Wellness Group is an established, fast-growing acupuncture and wellness clinic dedicated to providing exceptional patient care in a warm, professional, and supportive environment.
We are seeking an experienced, organized, and compassionate Front Office Manager who enjoys leading a team, solving problems, and creating exceptional patient experiences. This position is ideal for someone with strong medical office experience who is ready to take ownership of clinic operations while leading by example.
This is a working manager position. The Front Office Manager is expected to perform all Front Desk Coordinator duties while also supervising, training, and ensuring the successful completion of all front office operations.
Position Summary
The Front Office Manager serves as the operational leader of the clinic and is responsible for ensuring smooth daily operations, exceptional customer service, provider support, front office accountability, and staff leadership.
The ideal candidate is proactive, detail-oriented, dependable, and comfortable managing multiple priorities in a fast-paced healthcare environment.
Responsibilities
Leadership & Operations
- Lead and supervise the front office team
- Train, coach, and mentor front desk staff
- Create employee schedules and maintain adequate staffing coverage
- Coordinate coverage for employee absences and emergencies
- Monitor daily clinic operations and resolve workflow issues
- Conduct employee performance check-ins and provide constructive feedback
- Hold team members accountable to clinic policies and procedures
- Support a positive, collaborative workplace culture
- Work closely with clinic ownership to improve operational efficiency
Front Desk Responsibilities
The Front Office Manager is expected to perform and oversee all Front Desk Coordinator responsibilities, including:
- Greeting patients with professionalism and warmth
- Patient check-in and check-out
- Answering and returning phone calls
- Responding to emails and patient inquiries
- Scheduling appointments
- Verifying insurance eligibility and benefits
- Tracking insurance authorizations
- Reviewing new patient paperwork for completion
- Collecting copays and patient balances
- Processing payments accurately
- Sending appointment reminders and patient reactivation communications
- Managing medical records, scanning, faxing, filing, and document uploads
- Maintaining reception area organization
- Folding linens and stocking treatment rooms
- Sanitizing treatment rooms between patients as needed
- Providing front desk coverage whenever necessary
Revenue Cycle & Administrative Support
- Review insurance verification accuracy
- Monitor front desk collection procedures
- Assist with billing workflows and insurance follow-up
- Support accounts receivable tasks
- Monitor front office accuracy and identify workflow improvements
- Maintain patient records and administrative documentation
- Complete operational projects assigned by ownership
Inventory & Clinic Support
- Monitor herb and clinic supply inventory
- Order supplies as needed
- Maintain treatment room readiness
- Update product pricing within Jane EMR
Marketing & Patient Retention
- Coordinate patient reactivation efforts
- Assist with schedule-filling initiatives
- Create weekly social media content
- Prepare monthly Mailchimp newsletters
- Design marketing materials using Canva
Qualifications
Required:
- Minimum of 2 years of medical front office experience
- Previous supervisory or management experience preferred
- Excellent customer service and communication skills
- Strong organizational and problem-solving abilities
- Ability to multitask in a fast-paced healthcare environment
- Reliable, dependable, and professional
- Strong computer skills and attention to detail
- Ability to lead by example while working alongside the team
Preferred:
- Experience with insurance verification and authorizations
- Experience with medical billing workflows
- Experience using Jane EMR
- Experience in an acupuncture, chiropractic, naturopathic, or other outpatient healthcare practice
Benefits
Full-Time employees are eligible for:
- Competitive pay based on experience
- Medical, Dental, and Vision Insurance
- 401(k)
- 401(k) Employer Match
- Employee Discount
- Paid Training
- Professional Growth Opportunities
- Supportive and collaborative work environment
Why Join Love Acupuncture & Wellness Group?
At Love Acupuncture & Wellness Group, we believe every interaction matters. Our Front Office Manager plays a critical role in creating an outstanding patient experience while supporting providers and leading our administrative team. We are looking for someone who is passionate about helping people, enjoys building strong teams, and wants to grow with a thriving wellness practice.
If you're an experienced healthcare office professional who is ready to lead, inspire, and make a meaningful impact, we'd love to hear from you.
Pay: $52,000.00 - $62,400.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Paid training
- Vision insurance
Work Location: In person
