Office Manager

Office Manager

Advanced Neuropathy Center is a specialized clinic located in Chandler, dedicated to helping patients with peripheral neuropathy. We utilize regenerative therapies to target the root-cause of neuropathy, not mask the symptoms with medications or band-aids.

Advanced Neuropathy Center is seeking a highly skilled, passionate and driven Office Manager who is ready to master every corner of our practice. This is not a role for someone who wants to stay in one lane. The ideal candidate will cross-train across all aspects of the clinic, including front-desk reception, patient case management, and treatment support, and more, so they can step in anywhere, lead confidently, and keep the office running seamlessly. If you're adaptable, eager to grow, and take ownership of everything you touch, you'll thrive here.

You'll be the connective tissue of our clinic. You may be welcoming patients at the front desk, guiding them through their care journey, assisting with treatment protocols, and overseeing the administrative and operational systems that hold it all together. We'll invest in training you across the board. If you can take initiative, and become someone the team and our patients can rely on, this is the position for you.

Responsibilities include:

• Lead the team: build the schedule, hold a daily huddle, and own training, performance check-ins, and documentation for all staff.
• Be the clinic's utility player: cross-train in every area of the clinic, including the front desk, scheduling, lead management, billing and payments, case management, treatments, re-exams, ordering and inventory, and deposits. Fill in wherever needed.
• Own compliance as Privacy Officer: maintain HIPAA and OSHA programs, staff compliance files, the vendor BAA register, and the records-request and disclosure logs.
• Own patient concerns: make sure every concern is documented, routed to the provider, and closed out promptly, including refund requests under our Money Back Guarantee.
• Oversee the payments: reconcile payments daily and weekly, and monitor financing accounts and payment plans. Call on past due accounts and track all accounts that are delinquent.
• Manage vendors and the facility: handle contracts and renewals, equipment service records, supplies, and required postings.
• Drive growth: organize community outreach, health fairs, and patient-education seminars, and support special offers and digital campaigns. Be out in the community working these events and networking.
• Build our referral network: recruit and maintain relationships with 25 preferred referral partners, and make sure referral protocols are followed and completed.
• Celebrate patient success: take part in patient re-exams and graduations, including results-board photos, testimonials, reviews, referrals, and hand-off to the front desk.

Note: This job posting is intended to provide a general overview of the position and does not encompass all tasks or responsibilities that may be required. Responsibilities may change/evolve based on your skills and/or needs of the business.

Required Qualifications:

• 2+ years of office management or administrative experience in a wellness, healthcare or medical office
• 2+ years of sales experience
• Bilingual (English & Spanish)
• Strong leadership, organizational, and multitasking skills
• Excellent communication and interpersonal abilities with a patient-first mindset
• Problem-Solving Abilities: Able to analyze patient and team member issues and find solutions or provide guidance to resolve problems
• Ability to deal with frustrated patients & remain calm under pressure, as well as have patience with older patients who talk & move slowly
• Proficiency with scheduling, EHR & CRM software, and general office technology
• Knowledge of PHI and HIPAA compliance
• Ability to show empathy toward patients' concerns and needs to enhance the patient experience
• Positive, dependable, and solution-oriented attitude
• Ability to work Monday - Thursday from 7:30am - 5:30pm, and occasional nights/weekends for special marketing events
• Attendance & Time Off Expectations: Consistent attendance and the ability to perform at a high level are essential for success in this role
• Employees are provided with 4 days of unpaid sick/personal leave annually and accrue 4 days of paid time off (PTO) during their first year of employment. Requests for additional time off beyond the allotted leave will be reviewed on a case-by-case basis. Excessive absenteeism or an inability to maintain regular attendance may impact employment status.

Ideal Candidate:

You're a hands-on leader who's comfortable stepping in wherever the clinic needs you. You are willing to shadow, role-play, learn and become the expert in what this clinic offers. You're detail-oriented, ethical, and calm under pressure. You respect the line between administrative and clinical decisions.

Benefits:

PTO, paid holidays, access to in-clinic therapies (Class IV Laser Therapy, Pulsed Electromagnetic Field Therapy & Vibration Therapy).

How to Apply:

Send your resume and a cover letter to the owner, Jessi Holdaway: View email address on click.appcast.io.