Your Mission
Become the operational backbone of our clinic.
You will protect leadership’s time, create exceptional patient experiences, solve problems before they become emergencies, and build systems that make the practice stronger every month as we grow toward a $3–$5M flagship + online clinic.
What You’ll Own
1. First Line of Defense for Operational Issues
You will be the go‑to person for day‑to‑day issues so leadership is not.
You will:
- Solve patient concerns whenever possible
- Handle refunds and service recovery
- Answer team questions and clarify priorities
- Protect staff schedules from unnecessary interruptions
- Be the first stop for people issues and minor conflicts
- Escalate only the issues that truly require leadership attention
2. Create an Outstanding Patient Experience
You’ll make every patient feel cared for from their first phone call through ongoing care.
You will own:
- Front desk operations
- Phone communication
- Scheduling and rescheduling
- Check‑in and check‑out
- Appointment reminders
- Patient follow‑up
- Service recovery when something doesn’t go as planned
3. Build Better Systems
You improve processes, not just work inside them.
You will:
- Document recurring workflows
- Create simple SOPs and checklists
- Update processes as the clinic grows
- Eliminate recurring problems
- Train the team on new procedures
- Ensure systems are actually being used, not just written down
4. Keep the Business Running Smoothly
You oversee the operational details that keep everything moving.
You will handle:
- Scheduling of clinical and non‑clinical staff (building schedules at least 2 weeks ahead)
- Time‑off requests and coverage coordination
- Collections and payment plans (cash‑pay)
- Patient paperwork and chart flow
- Inventory management for office and program supplies
- Office supplies and vendor coordination (with Finance Admin approval)
- Daily reconciliation
- Weekly KPI reporting
- Front office coordination and communication
5. Travel & Seminar Operations
Marketing manages the seminars; you make sure operations are flawless.
You will:
- Coordinate seminar dates and needs with the Marketing Director
- Pack, check, and maintain seminar bins (forms, handouts, devices, signage, payment tools, etc.)
- Book hotel rooms when overnight stays are required (with Finance Admin approval)
- Travel in‑state (up to 6 days/month) and act as front desk / patient coordinator at the venue
- Collect and organize attendee paperwork and information for clean handoff to sales/marketing
- Unpack and reset seminar bins after events
6. Team Leadership & Collaboration
You are a “player‑coach” now and a pure coach later.
You will:
- Provide day‑to‑day leadership for front‑office staff and our online VA (for clinic tasks)
- Run a short weekly front‑office huddle
- Participate in hiring, onboarding, and training of non‑clinical staff
- Give input on performance reviews and terminations (final decisions with leadership)
- Work closely with Finance Admin and Marketing to align operations with cash and demand
How We’ll Measure Success
Within your first year, success looks like:
- 90%+ of consultation appointments filled at least one week in advance
- 85%+ patient show rate maintained or improved
- 95%+ on‑time collections maintained or improved
- Daily financial reconciliation completed accurately
- 95%+ of calls answered live during business hours
- Patient satisfaction averaging 9/10 or higher
- Every recurring front‑office process documented and maintained
- Majority of staff questions and people issues resolved without leadership involvement
- Clear reduction in leadership interruptions for day‑to‑day operational and people problems
You Might Be a Great Fit If…
You are the person who:
- Loves crossing things off a checklist
- Gets satisfaction from finishing what you start
- Naturally notices when systems could work better
- Keeps people organized without being controlling
- Is calm when others become overwhelmed
- Enjoys helping people solve problems
- Follows through without needing reminders
- Takes ownership instead of waiting to be asked
- Believes details matter because people matter
People probably describe you as dependable, organized, caring, proactive, and someone who simply gets things done.
Experience
- 3+ years in a medical, chiropractic, dental, physical therapy, or similar healthcare office
- Experience with scheduling, collections, or office operations
- Comfortable learning new software and technology
- Experience creating SOPs or improving office processes is a significant advantage
- Experience leading or training other staff is a plus
Pay: $50,000.00 - $55,000.00 per year
Benefits:
- Paid time off
- Retirement plan
Experience:
- healthcare office management: 3 years (Preferred)
Work Location: In person
