Job Description
Job Description
An Office Manager in a concierge practice oversees daily operations, manages staff, handles finances and vendors, and ensures high-level patient and client satisfaction by providing exceptional service and a smooth, personalized experience. This role blends traditional office management duties with the specific demands of a concierge model, which focuses on individualized patient care and premium service.
Core Responsibilities
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Operational Oversight:
Manages all day-to-day activities, ensures efficient workflows, and handles administrative tasks like supply ordering, maintenance coordination, and technology management.
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Staff Management:
Recruits, trains, supervises, and manages the performance of all office staff, fostering a positive and productive work environment.
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Financial & Vendor Management:
Oversees accounts receivable and payable, manages budgets, processes payroll, and coordinates with practice vendors and accountants.
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Patient & Client Relations:
Acts as a liaison between patients and the practice, ensuring excellent customer service, handling inquiries, and upholding the practice's VIP-focused mission.
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Compliance & Policy:
Implements and ensures adherence to organizational policies and procedures, including compliance with relevant healthcare regulations like HIPAA.
Concierge-Specific Focus
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High-Touch Service:
Delivers a personalized and concierge-level experience to patients, focusing on their individual needs and ensuring their satisfaction with the practice's services.
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Elevated Patient Experience:
Responsible for maintaining a smooth, patient-focused, and welcoming clinic environment that aligns with the practice's premium service offering.
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Communication Hub:
Serves as a key communication point, ensuring professional and prompt handling of all patient communications and managing the practice's online presence.
Key Skills & Attributes
- Strong organizational, time management, and multitasking skills.
- Exceptional communication, interpersonal, and leadership abilities.
- Proven experience in medical office or administrative management.
- Proficiency in financial and office software, such as QuickBooks, and familiarity with electronic medical records (EMR) systems.
- A customer service-oriented mindset and the ability to lead and motivate a team effectively