Office Manager

About Ancient Path Acupuncture and Herb:

Founded in 2001, Ancient Path Acupuncture and Herb (APAH) provides services of Chinese herbal consultation and acupuncture to help patients achieve optimal health and vitality through a holistic mind-body approach, in the community of Lexington and neighboring towns in MA. APAH also offers education programs to the community, as well as accredited continued education courses to Chinese Medicine practitioners. As the practice continues to grow and the number of patients increases, the office is seeking a part time office coordinator and manager to help oversee the daily office operations and manage patient relationships in order to provide the best care for our patients.

Job Description:

We are seeking a highly organized and proactive Office Coordinator/Manager to oversee the daily operations of our office as well as implementing patient relationship programs via various communication channels. The ideal candidate will be responsible for ensuring smooth functioning of the workplace, managing administrative tasks, and supporting various patient relationship programs using select apps and tools as needed.

Responsibilities:

• Front desk tasks - please see the accompanying “front desk task v1” document for details
• Patient advocate - conduct patient education for acupuncture and NRT
• Insurance claims EOP
• Manage office supplies inventory and procurement process
• Coordinate office maintenance activities and liaise with vendors
• Oversee the reception area and manage incoming calls and visitors
• Handle incoming and outgoing correspondence, including voice mails, emails and mails
• Schedule and coordinate meetings for staff and patient appointments
• Digitalize, maintain, and update patient databases and records
• Assist in the preparation of reports, presentations, and other documents
• Work with in-house business consultant to support execution of patient post-visit survey, new patient on-boarding, and education program promotion and registration program

Requirements:

• Bachelor's degree in business administration or a related field preferred
• Proven experience as an Office Manager or in a similar role
• Excellent organizational and multitasking skills
• Strong communication and interpersonal abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to prioritize tasks and meet deadlines
• Attention to details and problem-solving skills
• Familiarity with office management software is a plus
• Prior experiences of running multi-platform ads is a plus

This is an excellent opportunity for an entry-level manager to join our team.

Job Type: Part-time

Pay: $30.00 per hour

Expected hours: 8 – 24 per week

Benefits:

• Employee discount
• Flexible schedule

Schedule:

• Choose your own hours

Experience:

• Office Manager: 1 year (Preferred)

Language:

• English (Required)

Ability to Relocate:

• Lexington, MA: Relocate before starting work (Required)

Work Location: In person