The Office Manager’s primary role is overseeing the clinic functions which include billing, managing, and supervising the staff and acting as a customer service representative to the patients. In addition, the clinic Office Manager acts a liaison between the clinic employees and the Doctor or Doctor’s that work at the clinic.
You will be responsible for developing long term relationships with your direct staffing reports and connecting the clinic with the public. You will be overseeing Patient Coordinators, Doctor’s Assistants, and Phlebotomist.
The Office Manager will stay in close communication with the CEO and be the first point of contact as needs arise. They will ensure the business is conducted in an accurate and timely manner and congruent with Wellness Way Standards. The CEO will set processes and procedures and you will make sure they are followed and completed. The CEO will understand exactly how a Wellness Way clinic runs. Entry level position with ample opportunities for fast growth.
*This list of duties and responsibility is not all inclusive and may be expanded to include other duties and responsibilities as management may deem necessary from time to time.
Job Duties
- Manage clinic staff (ie. hiring, terminating, promoting, developing, serving, reviewing and training)
- Implement staffing procedures & standards as directed from CEO
- Oversee general office operations
- Inventory (entering all product inventory to CT)
- Oversee all office timesheets send them in for payroll
- Phones (Updating voicemail as needed, monitoring ringers and volume)
- Coordinate clinic appointments, meetings, staff calendars & staff schedules
- Reserve/book seminar travel for staff and doctors of the clinic
- Conduct staff one on one meetings on routinely
- Manage, plan, and execute community building and office events for the clinic
- Act as overflow to answering incoming phone calls, greeting visitors and ensure the clinic delivers world-class experience and service to our patients, especially as a fill in for staff
- Responsible for ordering all office supplies for the clinic while having awareness to clinic budget
- Evaluate clinic flow and improvements to improve efficiency; focus on patient experience and satisfaction; lower costs and increase revenues.
- Find new ways to organize staff and implement systems to maximize productivity in the workplace and meet clinic objectives
- Contact outside companies and fix issues as they arise with IT equipment/products in clinic
- Communicate vital information to staff, Doctors, and CEO
- Act as a liaison between the staff and doctors that work at the clinic.
- Handles escalated patient issues and determines an adequate solution for both patient and clinic
- Establish and oversee patient billing practices; completes bank deposits per business office instructions
- Calculate monthly Doctor clear numbers to report to CEO and Clinical Director of clinic
- Maintain responsibility for clinic function and uphold confidentiality per HIPAA
- Keep staff morale positive and lead by example by providing servant leadership
- Report directly to CEO and work cohesively with Clinical Director
- Oversee and monitor all social media postings of the clinic to ensure they align with branding expectations, proper communication, professionalism, consistent in timeliness, and continues to entice the public to build our social media following
Problem Solving
- Problem resolution when issues escalate
- Address issues as they arise; keeps the CEO and Clinical Director in the loop with issues
- Use the Dignify System and servant leadership principles to address employee issues
- Ask for help from the CEO as needed
- Know what software to use and when- troubleshoot when able or hand off to the correct person
- Suggest solutions to improve office
Implementation
- Carry out new products, services, and system implementations as instructed by the CEO
- Assist in the transition to new Wellness Way Software when available
Training and Development
- Learn the basics of the Dignify System and teach staff how to use it
- Complete additional training and continue education as asked
- Teach staff the procedures set forth by The Wellness Way and hold them accountable
- Attend seminars and hold meetings or functions for your staff
- Implement and follow up with the staff on any new information taught in the trainings
- Provide feedback on internal and external matters as they pertain to your office
- Set up training calendars for staff
Position requirements
- MUST HAVE OFFICE MANAGEMENT EXPERIENCE AT A WELLNESS CENTER preferably a CHIROPRACTIC OFFICE!!!!
- Passion and knowledge of The Wellness Way or the willingness to learn; Must be willing to live the lifestyle
- Proficient in Microsoft Outlook, Word and Excel; previous computer & phone experience
- Actively participate in online social media; TWW social media platforms/chats
- Previous management and customer service experience
- Self-motivated and driven to promote clinical and employee growth
- Ability to manage multiple projects at a time while paying strict attention to detail
- Must have the ability to work with multiple personalities, use clear judgement, work under pressure, multitask and handle emotional stress
- Willingness to learn new leadership systems
- Demonstrate knowledge of leading and following
- Ability to teach and represent servant leadership
- Excellent verbal and written communication, strong organizational and time management skills
- Quick learner and ability to be adaptable/flexible in an ever-changing environment
- Leader qualities which include ability to have accountability, adaptability, empathy, positivity, stability, confidence, commitment, and exceptional communication skills
- Personality that can provide a trusting, relatable environment for employees
- Excellent listening skills - listen more than you talk
- Maintain professional manner while in the clinic and off site
- Meet and maintain expectations of social media policy; see separate social media policy form
Job Type: Full-time
Pay: From $50,000.00 per year
Benefits:
- Employee discount
- Paid time off
Schedule:
- 10 hour shift
- 8 hour shift
- Day shift
- Monday to Friday
Experience:
- Chiropractic Management: 1 year (Required)
Work Location: In person