Medical Office Manager - Natura Integrative and Functional Medicine

Job Title: Part-Time Office Manager (Bilingual Preferred)

Location: Maitland, FL (Orlando Area)

Company: Natura Integrative and Functional Medicine

Hourly Rate: $28/hour

Hours: 20 hours per week with the potential for a transition to full- time

About Us: Natura Integrative and Functional Medicine is a premier clinic dedicated to transforming women's health naturally. We specialize in personalized care that addresses hormonal imbalances, gut imbalances, autoimmune disorders, and other complex health issues through advanced diagnostics and natural therapies. We are seeking a highly organized, tech-savvy, and sales-oriented Part-Time Office Manager to join our team, helping us manage our daily operations while leveraging digital tools to optimize workflow.

Position Overview: The Part-Time Office Manager will oversee the day-to-day administrative functions of our medical office, manage office staff, ensure the smooth operation of the clinic, and contribute to sales efforts. This role requires a strong understanding of digital software tools such as Keap, Cerbo, OnceHub, Google Business Suite, and others, alongside a proven ability to support and drive sales activities. The ideal candidate will be a proactive problem-solver with excellent organizational and sales skills, capable of leading a team effectively. This role has the potential to be converted to a full-time position based on performance during the initial trial period.Spanish-speaking skills in addition to English are a plus. 

Key Responsibilities:

• Office Management:
  • Oversee daily operations, including office supply management, equipment maintenance, and maintaining a productive office environment.
  • Coordinate schedules for physicians, health coaches, and other staff to ensure seamless patient care.
  • Manage patient flow, ensuring appointments run smoothly and efficiently within our CRM.
  • Update and maintain office policies and procedures, ensuring compliance with healthcare regulations.
• Digital Software and Sales Management:
  • Manage and optimize the use of digital tools like Keap, Cerbo, OnceHub, Google Business Suite, and others to enhance office efficiency.
  • Provide training and support to staff on using these software tools effectively.
  • Support and enhance sales activities, including follow-up communications, scheduling sales calls, and assisting with patient onboarding.
  • Troubleshoot and resolve any software-related issues that may arise.
  • Monitor and analyze software usage to identify areas for improvement and implement solutions.
• Patient and Staff Relations:
  • Serve as the primary point of contact for patient inquiries, ensuring a high level of satisfaction.
  • Oversee patient communications, including appointment reminders, follow-ups, and sales-related outreach.
  • Supervise and support administrative staff, fostering a positive and collaborative work environment.
• Financial and Administrative Duties:
  • Oversee the organization and maintenance of our EMR, CRM and other software tools.
  • Coordinate with vendors, contractors and service providers for office maintenance and IT support.
  • Manage patient billing inquiries as necessary.
  • Assist with payroll coordination, staff scheduling, and timesheets.

Key Performance Metrics (During 90-Day Trial Period):

• Task Completion Rate: Maintain a 95% or higher on-time task completion rate.
• Software Proficiency: Achieve full proficiency in our core software tools within 30 days.
• Sales Support: Contribute to the clinic's sales goals by successfully supporting sales activities and meeting set targets.

Qualifications:

• Bachelor's degree in Healthcare Administration, Business Administration, or a related field is preferred.
• Minimum of 3-5 years of experience in office management, preferably in a healthcare setting.
• Proven experience in supporting or driving sales activities within an office environment.
• Strong proficiency in digital software tools such as Keap, Cerbo, OnceHub, Google Business Suite, and others.
• Bilingual in Spanish and English is preferred.
• Excellent organizational, multitasking, and sales skills, with a keen attention to detail.
• Strong leadership and interpersonal skills, with the ability to manage and motivate a team.
• Knowledge of alternative medicine business models and HIPAA compliance.

What We Offer:

• Base Pay: $22 per hour
• Performance-Based Bonus: Up to $6 per hour, based on key performance metrics (revenue collection efficiency, administrative task completion, conversion rate from prospective to active clients).
• Hours: 20 hours per week
• A 90-day trial period with clear performance metrics
• Potential for conversion to a full-time position based on performance
• A supportive and collaborative work environment
• Opportunities for professional growth and development