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Office Manager

3 months ago

Santa Rosa, California, United States Thrive Acupuncture and Wellness Full time
We are hiring an Office Manager for our busy Acupuncture Clinic

Details:

This position is Full Time

Hours are generally:

  • Mon 10:307:30
  • Tues 8:305:30
  • Wed 8:305:30
  • Thur 10:307:30
  • Fri 8:305:30
Pay is $25-28. This is a fully in office position

Benefits include:
paid holidays & PTO, free acupuncture treatments, discount on herbs and supplements.

We are looking for someone to join our team ASAP and preferably by July 8, 2024.

Here are the most important things we are looking for:

  • Amazing people skills—because all our work is in service of us helping more patients—you love people, they love you, you like helping
  • Ability to prioritize and manage projects and systems, and collaborate and delegate as necessary, with the follow through to match. You are someone who sees a system, its value, and how it might be improved or streamlined.
  • Strong attention to detail.
  • Enjoy mastering and optimization technology. If technology makes you nervous, frustrated, stressed out, or you say things like I'm not good with technology, this is not the right fit for you.

Some of the tech we use:

Apple/Mac computers & ipads, electronic health record (EHR) software for scheduling, payments, & reporting (we will train you on ours), gMail, gDrive, Google Business Suite, Microsoft Word & Excel, VOIP telephone, Facebook, Instagram, Wordpress.


  • A "quick study"—you are a bright, smart, observant person.
  • Great communication skills—you are a proactive communicator and are committed to a "more communication is always better" ethos.
  • Emotional maturity, and the willingness and ability to be a team player. You get that healthy relationships are important. We practice systems to cultivate this as a team because we are human beings after all.
  • Reliable
  • Management experience—if you've managed an office, department, small business, team, projects, or run a household that's a bonus.
  • Passionate about growing a small business and excited about holistic health—making the world a better place, one acupuncture treatment and patient interaction at a time.
  • In an ideal world you've worked in a high performance environment (medical, legal, etc.) and you want to bring that level of customer service and admin support to an upbeat office where patients love coming for their appointments and staff support and raise each other up.

Application Instructions:

1) Include your resume and cover letter.

2) Answer the following questions:

  • In 13 sentences, tell us why you are a good fit for this position.
  • In 13 sentences, tell us why you are interested in this position.
  • In 13 sentences, tell us something interesting about you.
Only applicants that answer these three questions and send their resume and cover letter will be considered.

Duties for this position include:

  • Warmly greeting and checking in patients.
  • Scheduling patient appointments and reiterating the details of their treatment plan while following our scheduling protocols.
  • Support and monitor the growth goals for the practice so that we can help more patients and continue to give them the best care possible. Run reports, identify trends, provide recommendations.
  • Ensuring smooth workflow by maintaining, streamlining, updating, formalizing, and creating new practice management, business, and administrative procedures.
  • Performing, project management of, and coordinating the collaboration on marketing, relationship building, online research, and more.
  • Filling herbal, supplement and topical prescriptions, and communicating directions and safe usage (under the direction and supervision of Clinic Director).
  • Processing payments.
  • Light cleaning of treatment rooms between patients. Stocking the rooms with clean laundry, needles, and other acupuncture supplies.
  • Managing inventory of retail, acupuncture, and office supplies.
  • Gathering and organizing information for bookkeeper.
  • Creating superbills/itemized receipts for patients.
  • Communicating with our billers and patients about worker's comp insurance (we will train you).
  • Maintaining housekeeping needs of the clinic including laundry, sanitizing treatment cups, recycling/compost/garbage, cleaning and vacuuming, maintaining air purifiers and heat lamps, tidying the office.
  • Keeping our technology humming along, troubleshooting issues and coordinating maintenance of: scheduling software, internet, music app and speakers, phones, payment processing, website, calendars, social media, etc.
  • Communicating with staff about patient needs, treatment plans, office policies, ensuring consistent business practices, and growth goals.
  • Ensuring patients get the best care possible, outside of the treatment room.
We look forward to hearing from you

Pay:
$ $28.00 per hour

Expected hours: 40 per week

Benefits:

  • 401(k)
  • Employee discount
  • Paid sick time
  • Paid time off

Healthcare setting:

  • Clinic

Medical specialties:

  • Holistic Medicine
Sched