Position Details
- Position: Office Manager
- Employment Type: Full-Time
- Schedule: Monday–Friday, flexible hours (40 hours per week)
- Occasional Saturday half-days may be available but are not required
- Compensation: $60,000 annually
- Performance-based bonus opportunities available
- Start Date: To be determined upon mutual agreement
Benefits
- Paid Time Off (PTO), increasing after one year of service
- Flexible Spending Account (FSA) eligibility after six months of employment
- Professional growth opportunities within a rapidly growing practice
- Supportive, collaborative work environment
Key ResponsibilitiesOffice Operations & Administration
- Oversee the day-to-day operations of the practice to ensure an efficient and welcoming patient experience.
- Manage and maintain the practice's EHR, scheduling, communication, and operational software systems.
- Maintain office systems, workflows, policies, and procedures.
- Create, maintain, and update standard operating procedures (SOPs) and training documents.
- Ensure accurate patient records and documentation are maintained.
- Support providers and staff with administrative needs and special projects.
Patient Experience & Retention
- Serve as a primary point of contact for patients, addressing questions and concerns professionally and compassionately.
- Manage patient scheduling, appointment confirmations, recalls, and follow-up communications.
- Follow up with patients who have not scheduled recommended treatment plans or follow-up visits.
- Track package utilization and membership renewals.
- Support patient retention, reactivation, and referral initiatives.
- Ensure patients receive exceptional service from their first interaction through ongoing care.
Inventory & Purchasing
- Manage inventory levels for supplements, retail products, office supplies, clinical supplies, and treatment materials.
- Track supplement and product inventory, including monitoring expiration dates.
- Place orders with vendors and maintain appropriate stock levels.
- Track inventory usage and assist with inventory audits.
- Ensure treatment rooms and clinical areas remain stocked and prepared for patient care.
Vendor & Facilities Management
- Coordinate relationships with laboratories, supplement companies, service providers, printers, cleaning companies, and other vendors.
- Oversee facility maintenance, repairs, equipment servicing, and vendor scheduling.
- Ensure the office environment remains clean, organized, professional, and welcoming.
- Serve as the primary contact for building management and service providers.
Financial & Business Support
- Assist with payment collection, daily balancing, deposits, and financial reporting.
- Monitor accounts receivable and follow up on outstanding patient balances.
- Reconcile daily transactions and assist with month-end reporting.
- Prepare and provide superbills for patients as requested.
- Assist patients with questions regarding payment options, financing programs, and HSA/FSA eligibility.
- Maintain accurate financial records and support operational reporting.
- Generate and review weekly operational reports, including scheduling efficiency, provider utilization, patient retention, package sales, and outstanding balances.
Team Leadership & Administration
- Assist with onboarding and training new team members.
- Coordinate staff schedules and provider schedules.
- Manage employee timesheets and ensure accurate tracking of hours worked.
- Prepare and submit payroll information in a timely and accurate manner.
- Maintain employee records and required employment documentation.
- Assist with PTO tracking and employee leave requests.
- Coordinate new hire paperwork, onboarding, and offboarding processes.
- Ensure compliance with company policies and workplace procedures.
- Lead weekly team meetings and support accountability for team initiatives.
- Help maintain a positive, collaborative workplace culture.
Marketing, Events & Growth
- Coordinate patient appreciation events, workshops, open houses, and community outreach activities.
- Monitor online reviews and support reputation management efforts.
- Assist with patient communications, referral initiatives, and marketing campaigns.
- Identify opportunities to improve systems, efficiency, and overall practice performance.
- Take ownership of projects and contribute ideas that support the continued growth of Health Clarified.
Qualifications
- 3+ years of office management, healthcare administration, practice management, or similar experience preferred.
- Strong organizational and multitasking abilities.
- Excellent communication and customer service skills.
- Experience with EHR systems, scheduling software, payroll systems, and office technology.
- Ability to work independently and take initiative.
- Strong problem-solving skills and attention to detail.
- Experience in a chiropractic, wellness, functional medicine, or healthcare setting is preferred.
- Proficiency with Google Workspace, and business software platforms.
- Ability to maintain confidentiality and professionalism in all aspects of the role.
Who We're Looking For
The ideal candidate is a self-starter who enjoys creating order, solving problems, and helping people. They are equally comfortable supporting patients at the front desk, managing operations behind the scenes, and helping lead a growing wellness practice.
This individual will take ownership of their role, contribute ideas, and become an integral part of the Health Clarified team. We are looking for someone who is dependable, adaptable, detail-oriented, and excited about helping a purpose-driven healthcare practice grow. Serious and motivated inquiries only.
Pay: $60,000.00 per year
Benefits:
- Flexible schedule
- Paid time off
Work Location: In person
