Office Manager

Job Description

Job Description

Be the Leader Who Makes the Office Work — and the Patient Experience Exceptional.

This is a hands-on leadership role for someone who loves people, thrives in an organized environment, takes ownership, and finds fulfillment in helping both patients and team members succeed.

The Office Manager leads the office—setting the tone each morning, supporting the team throughout the day, creating an exceptional patient experience, and ensuring the many moving pieces of a busy medical practice come together seamlessly.

If you are energized by leading people, solving problems, creating order, improving processes, and knowing your work directly impacts patients and your team's success, this could be an incredibly rewarding opportunity.

Purpose of the Role

The Office Manager leads and supports the daily administrative and operational functions of an Ethos office.

Your mission is to create an environment where:

• Patients feel welcomed, cared for, and important

• Providers can focus on delivering excellent patient care

• Team members feel supported, accountable, and equipped to succeed

• Schedules and patient flow are managed effectively

• Administrative and financial processes are accurate and timely

• The office operates with excellence, integrity, hospitality, and efficiency

This role combines leadership, patient experience, team development, operational excellence, and accountability.

What You'll LeadCreate an Exceptional Patient Experience

You will help ensure that every patient interaction reflects the level of care and hospitality we want associated with Ethos.

Responsibilities include:

• Welcome patients warmly and create a professional, positive, and caring environment.

• Oversee efficient patient check-in and check-out.

• Ensure signatures, documentation, follow-up appointments, and patient information are completed accurately.

• Answer and oversee incoming calls using appropriate phone etiquette and company standards.

• Respond professionally and compassionately to patient questions, concerns, and escalated calls.

• Maintain strong follow-up with patients regarding appointments, care, and their overall experience.

• Help identify and resolve barriers that could negatively impact a patient's experience.

Own the Rhythm of the Office

Great offices don't happen accidentally. You will help create the structure and accountability that keep the office running successfully.

You will:

• Conduct daily morning huddles to align, motivate, and prepare the team.

• Facilitate patient flow between the front office, providers, and clinical team.

• Maintain a clean, organized, safe, and professional office environment.

Lead, Coach & Develop Your Team

This position provides an opportunity to make a meaningful difference in the development and success of others.

You will:

• Train, mentor, encourage, and support team members.

• Promote teamwork and a culture where people help one another succeed.

• Lead by example through professionalism, accountability, integrity, positivity, and a servant-leadership mindset.

Scheduling & Patient Care Coordination

The Office Manager helps ensure patients continue progressing through their recommended care.

Responsibilities include:

• Schedule, confirm, and manage patient appointments.

• Ensure future appointments for testing, neurology, follow-ups, and therapy are scheduled appropriately.

Administrative & Documentation Excellence

Accuracy matters. You will help ensure our patient and office information is complete, timely, and reliable.

You will:

• Enter and update patient demographics, insurance, and financial information accurately within the EHR.

• Ensure required patient paperwork is completed, signed, dated, scanned, and filed correctly.

• Maintain professional communication with attorneys, case managers, referral partners, and other external contacts as appropriate.

Procurement