Office Manager

Position Title:

Office Manager

Reports To:

Chief Operating Officer (COO)

Location:

580 Village Blvd, Suite 210, West Palm Beach, FL 33409

Position Summary:

The Office Manager at The Longevity Center FL LLC is a pivotal role responsible for ensuring the smooth and efficient operation of the clinic. This individual will oversee daily office activities, provide outstanding patient service, and assist the doctor and staff as needed. The ideal candidate is a motivated, detail-oriented professional with strong interpersonal skills, the ability to multitask, and a passion for health and wellness.

Key Responsibilities:1. Office Operations:

• Open and close the clinic, ensuring all operational procedures are completed.
• Maintain cleanliness and organization of the office, including treatment rooms, waiting areas, and workspaces.
• Monitor office supplies and place orders as needed.

2. Patient Interaction:

• Greet and check in patients, ensuring a welcoming and professional environment.
• Schedule appointments, confirm bookings, and manage the clinic’s calendar.
• Collect payments for services, process transactions, and manage patient billing inquiries.
• Assist patients with understanding and purchasing additional services or products.

3. Administrative Duties:

• Use and manage the clinic’s Electronic Health Record (EHR) system (Cerbo) to update patient information, schedule appointments, and document procedures.
• Receive, process, and organize faxes, lab results, and other incoming documents.
• Maintain confidentiality and comply with HIPAA regulations at all times.

4. Sales and Revenue Support:

• Educate patients on the clinic’s services, products, and membership options.
• Promote and sell wellness packages, supplements, and other offerings.
• Track sales goals and report on revenue-generating activities.

5. Clinical Assistance:

• Assist the doctor during procedures and treatments as needed.
• Prepare treatment rooms with necessary supplies and equipment.
• Ensure a smooth patient flow by coordinating with the doctor and other team members.

6. Communication:

• Ensure timely communication with external parties, such as labs and vendors.

7. Compliance and Safety:

• Ensure all areas of the clinic meet cleanliness and safety standards.
• Follow protocols for handling medical records and sensitive patient information.

Qualifications:Education and Experience:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Minimum 2 years of experience in office management, medical office administration, or a related field.

Skills and Competencies:

• Proficiency with EHR systems (experience with Cerbo is a plus).
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent verbal and written communication skills.
• Sales and customer service experience in a healthcare or wellness setting preferred.
• Basic understanding of medical terminology is a plus.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with fax machines, scanners, and other office equipment.
• Comfortable learning and using new technology and software.

Personal Attributes:

• Detail-oriented with a commitment to accuracy.
• Professional and compassionate demeanor.
• Ability to work independently and as part of a team.
• Passion for health, wellness, and patient care.

Physical Requirements:

• Ability to lift up to 20 lbs.
• Ability to sit, stand, and move around the office for extended periods.

Work Hours and Compensation:

• Full-time position with competitive pay.
• Hours: Monday to Friday, 8:30 AM – 5:00 PM, with occasional flexibility as needed.

Job Type: Full-time

Pay: $40,000.00 - $55,461.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health savings account
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $40,000 - $55,461