Office Administrator for Chiropractic and Wellness practice
Part-Time: 10-25 Hours per week
Our chiropractic & wellness practice in Bala Cynwyd is a fun, upbeat work environment and a highly rewarding place to work!
Do you have a positive and “winning” attitude, and a natural ability to bring structure and follow-through to moving parts?
If you have previous experience handling customer or patient interactions, insurance needs, logistical coordination, and enjoy helping turn ideas into organized action plans, this may be an excellent fit.
We are not just looking for a friendly "first impression" front desk person. We are looking for someone who enjoys finishing projects, organizing systems, and helping a growing practice run smoothly and efficiently.
Our mission:
To raise the vibration of the planet as we help our patients and community not only get back to functioning and decreased pain, but also to achieve a higher level of health, mobility, and vitality through authentic chiropractic, lifestyle, exercise, and whole food nutritional tools. Learn more: https://www.ultimatehealthmainline.com/
Our ideal candidate:
- Lives a healthy lifestyle and aligns with holistic principles
- Is comfortable helping the doctor with EHR input (noticing repetitive processes) and documentation so that notes can be completed more quickly.
- Is tech savvy and comfortable learning new systems
- Has a friendly, cheerful, and caring demeanor
- Is highly organized and detail-oriented
- Enjoys building structure and keeping projects on track
- Has great writing and communication skills
- Is comfortable making follow-up calls and discussing payments professionally
- Naturally closes loops rather than leaving things unfinished
- Wants to grow into a larger operational support role as the practice expands
Job Type: Part-Time, 20-25 Hours per week
About Us:
Ultimate Health & Chiropractic Center is a thriving and patient-centered chiropractic office dedicated to providing high-quality care and helping our community achieve optimal health and wellness. We believe in creating a warm, welcoming, and supportive environment where patients feel valued and empowered on their healing journey. At Ultimate Health & Chiropractic Center, it’s all about helping people get better and discover a healthier way of life. We are growing and we need to hire a patient-focused chiropractic tech support and front desk person.
Job Summary:
We are seeking a friendly, organized, and detail-oriented Part-Time Patient Experience & Implementation Coordinator to serve as the welcoming face and structured support system of our office. A big part of this job is being able to also help us complete documentation and reactivations in a timely fashion.
This role is crucial in ensuring a positive and seamless patient experience while also helping implement systems related to scheduling, referrals, EHR documentation, insurance coordination, attorney referrals, case tracking, and eventually implementing health talks or event planning support.
This is a part-time position requiring approximately 15-25 hours per week, with potential for flexibility in scheduling, and potential for increased responsibility as the practice grows.
Responsibilities:
Patient Reception & Check-In/Out:
- Warmly greet patients upon arrival and departure.
- Collect copays and maintain financial clarity with patients
- Efficiently manage check-in and check-out processes
- Verify insurance information and process payments accurately
Scheduling & Appointment Management:
- Answer phone calls promptly and professionally
- Schedule, reschedule, and optimize appointment flow ( managing software which sends appointment reminders via phone, text, or email).
- Track missed appointments and assist with reactivation outreach
Communication & Patient Support:
- Serve as primary point of contact for patient inquiries
- Provide clear information regarding appointments and policies, and address general inquiries
- Assist with paperwork and documentation
- Maintain HIPAA compliance
- Schedule, reschedule, and optimize appointment flow ( managing software which sends appointment reminders via phone, text, or email).
- Track missed appointments and assist with reactivation outreach
Administrative & Systems Support:
- Maintain organized patient files and records (EHR and physical)
- Assist with insurance verification and pre-authorization
- Help with inputting new patient histories and other parts of EHR so that notes can be completed in a timely fashion.
- Help track referrals (MRI, orthopedic consults, etc.) to completion
- Support follow-up with attorneys when applicable
- Assist in keeping projects and office initiatives on track
- Help organize seminar learnings into structured health talks or internal systems
- Contribute to improving workflow organization
- Manage office supplies and ensure the reception area is tidy and welcoming.
Contributing to a Positive & Growth-Oriented Office Environment:
- Maintain a positive and professional attitude
- Work collaboratively with the chiropractic team
- Proactively identify opportunities to enhance patient experience and office efficiency
- Assist in keeping ongoing projects moving forward
Qualifications:
- High school diploma or equivalent required
- Previous experience in healthcare, hospitality, event planning, office coordination, or customer service preferred
- Excellent communication skills (written and verbal)
- Strong organizational skills and attention to detail
- Ability to multitask and prioritize effectively
- Comfort with follow-up calls and financial discussions
- Proficiency in basic computer skills, including scheduling software and Microsoft Office Suite.
- Ability to maintain patient confidentiality
- Reliability and punctuality are essential
Preferred Qualifications:
- Familiarity with chiropractic terminology and procedures.
- Experience with electronic health records (EHR) systems.
- Experience supporting project implementation or office systems.
Growth-Oriented Traits We Value:
- Naturally organized
- Comfortable using checklists and tracking systems
- Enjoy finishing what you start
- Confident communicator
- Coachable and growth-minded
- Interested in helping improve workflows over time
Work Schedule:
- Monday (full day) (9am -1, 2:30-6pm)
- Tuesday 2:30 -6pm (flexible).
- Wednesday (full day) (9am -1, 2:30-6pm)
- Friday 9am to 2pm
Regular hours: 9 a.m. – 6 p.m. (Lunch 1–2 p.m.)
Additional training hours may be available.
Please email your resume and cover letter via Indeed message to: ATTN: Health & Chiropractic Staffing Team
Cover letter (Correspond with us on Indeed messages) should include some or all of the following topics:
Required:
- Why would you be a good fit for our chiropractic office?
- If you have past experience bringing structured systems to a previous work or home environment please explain.
- How do you lead a healthy lifestyle?
Job Type: Part-time
Training salary: 70% of starting salary for two weeks
Pay: $14-$17.00+ per hour (Please apply if you feel you are the right person).
Other considerations: We are wiping down all tables and asking preliminary symptom questions as needed but try to support the body's innate healing abilities. (Note that these protocols may change but we currently follow guidelines local hospitals- to be discussed in person).
Job Type: Part-time
Pay: $14.00 - $17.00 per hour
Benefits:
- Employee discount
- Flexible schedule
Application Question(s):
- Part of our mission is to promote natural health and vitality. What things do you do on a daily basis in your own life that reflect a commitment to natural health and vitality?
- Please comment on your ability to conscientiously help with documentation and patient input into an EHR (electronic health record) and your ability to streamline and organize procedures. Would you be able to do this for several hours a day while being ready to greet patients during the busy times?
- How do you keep multiple tasks organized so nothing falls through the cracks?
- If you were given several unfinished office projects, how would you prioritize and complete them?
- Do you live within 15-20 minutes of Bala Cynwyd, PA?
- Would you have any problem keeping a friendly demeanor during a two or three hour shift where you interacted with patients and staff?
- Why do you think you would be a good fit for this job? Also, will you be able to bring a positive, team oriented, and energetic attitude to work each day (regardless of any stress outside the office)? Please answer completely.
- Do you have any previous experience in an aligned customer oriented field such as hospitality (hotels), event planning, sales, or other field you would like to mention?
Work Location: In person
