Job Description

Job Description

Job Description

Natural Kid Doc, a thriving naturopathic pediatric office in Scottsdale, Arizona, is seeking an experienced and compassionate office manager to join our team. We focus on providing holistic and integrative care to children and families. We are looking for someone who shares our commitment to health, wellness, and outstanding patient service. At Natural Kid Doc, we value teamwork, compassion, and professional growth. We have experienced significant growth over the past few years, and we are looking for an outstanding individual that can help us continue to grow. The ideal candidate combines strong organizational abilities with excellent communication skills and a proactive mindset.

As the office manager, you will play a key role in overseeing the daily operations of our practice, ensuring a seamless experience for both patients and staff. You will manage administrative functions, staff coordination, patient relations, and financial tasks, helping us maintain the highest standards in pediatric care. This position will initially involve daily front office receptionist duties including scheduling, check-in and check-out, answering phones, and processing payments.

Core responsibilities

Daily Operations Management

• Oversee day-to-day business activities, ensuring tasks and projects are completed on schedule.
• Coordinate and manage team members to ensure alignment with daily priorities
• Act as the primary point of contact for team queries, resolving operational issues to maintain workflow efficiency.
• Conduct regular check-ins with team members on a weekly basis, reviewing progress and addressing issues.

Process Optimization and SOP Development

• Identify inefficiencies or bottlenecks in business processes and recommended solutions.
• Create, document and refine Standard Operating Procedures (SOPs) to ensure consistency and improve productivity.
• Regularly update SOPs as the business evolves, communicating changes to relevant team members.
• Implement process improvements within 30-60 days based on performance data and feedback from team members and patients. Track and report the impact of the implemented solutions, showing measurable improvements.

Communication and Coordination

• Serve as a first point of contact between the business owner and the team, communicating priorities and updates. Only escalated or unresolved issues should be brought to owner.
• Ensure clear, timely communication across the team, providing weekly updates on project and task statuses using project management system.
• Update owner on a weekly basis by scheduling phone or in person meetings.
• Coordinate with external partners, clients, vendors as needed, ensuring their requirements are met and issues are resolved.
• Manage internal communications platforms, keeping team members informed and engaged.
• Coordinate monthly staff meetings to review any updates or concerns.

Client and Customer Support Management

• Oversee customer support processes, ensuring patient queries and concerns are addressed promptly.
• Monitor customer service metrics (response times, satisfaction rates) and implement improvements as needed. Track complaints in a Google sheet on a monthly basis.
• Coordinate with team members to resolve complex patient issues, ensuring a high standard of service.
• Streamline patient onboarding processes, ensuring new patients have a seamless introduction to the practice.
• Provide input on how to improve the patient experience.

Administrative and Financial Support

• Manage administrative tasks, such as scheduling staff meetings, managing calendars.
• Maintain client transactions and receipts; making sure all invoices are paid.
• Process payments to vendors and contractors as needed.

Team Training and Development

• ·Assist with hiring and onboarding new team members, providing necessary training on systems, SOPs, and business processes.
• Provide ongoing training for team members, especially for changes in processes or new tools.
• Facilitate team development by identifying skill gaps and arranging for necessary resources or training sessions (HIPAA, OSHA etc.)

Project Management and Task Delegation

• Break down larger projects into actionable tasks, assigning responsibilities to appropriate team members.
• Track project timelines, deadlines, and progress to keep deliverables on track.
• Organize and maintain projects in project management platform, keeping records of project milestones.
• Ensure tasks are delegated clearly and complete on time, following up as needed to maintain accountability.

Tracking and Reporting Metrics

• Create and monitor key performance indicators (KPIs) relevant to operational efficiency.
• Collect data on operational performance and prepare regular reports for the business owner.
• Use metrics to assess team productivity, identify areas for improvement, and implement necessary adjustments.
• Track project budgets and expenses, ensuring financial efficiency within assigned tasks and projects.
• Report to business owner on recommendations/pivots that may be needed.

Implementation of Marketing Processes

• Manage simple marketing activities such as lead generation follow-up, social media scheduling or email nurture sequences.
• Coordinate with marketing contractors to ensure consistent brand messaging and timely delivery.
• Track marketing efforts, reviewing metrics like email open rates or lead conversions and reporting on effectiveness.
• Implement and maintain nurture funnels, basic lead generation systems, and discovery call scheduling.

Required Qualifications

• 2+ years experience in office management within a medical or dental setting.
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• Demonstrated problem-solving capabilities
• Detail oriented with strong follow through
• Proficiency with project management and productivity tools
• Experience with EHR systems and healthcare regulations (HIPAA, OSHA)
• Ability to supervise a team effectively, fostering a positive work environment
• Self-motivated with ability to work independently
• Ability to multitask and handle a fast-paced, family-centered environment

Position Details

Hours: Full-time, Monday-Friday, 8:00am-6pm

Location: In office: 8952 E Desert Cove Ave, Ste 208, Scottsdale, AZ 85260

Reports to: Kiera Smialek, ND, FABNP

Compensation: From $60,000/year (based on experience)

Benefits: Health insurance; Dental insurance; Vision insurance; Paid time off; Paid holidays; Employee discount

If you are interested in this unique opportunity to grow with the leading naturopathic pediatric clinic in Arizona please submit your resume along with a cover letter explaining why you are interested in this role and your relevant experience.

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