Position Summary

The Office Manager at Hall Health serves as the operational anchor and steward of the organization’s structural clarity. This role is responsible for overseeing the administrative lifecycle of the clinic, managing staff workflows, and ensuring that all non-clinical systems—from financial stewardship to facility readiness—operate with precision. The Office Manager protects the Medical Director’s clinical focus by managing all "loose ends" and ensuring the staff adheres to the established Hall Health standards of order, calm, and professional excellence.

Primary Responsibilities

1. Operational Stewardship & Workflow Oversight

â?? Staff Coordination: Supervise the Receptionist and clinical support staff (MA/LPN/RN) to ensure adherence to daily communication schedules and visit flow SOPs.

â?? System Integrity: Ensure the "Zero-Inbox" standard is maintained across all platforms (Spruce, Atlas EHR, and digital fax systems).

â?? Process Improvement: Identify bottlenecks in patient flow or administrative tasks and implement structural solutions in coordination with the Director.

2. Financial & Administrative Governance

â?? Financial Stewardship: Oversee the collection of payments, management of payment agreements, and daily financial reconciliation within Atlas EHR.

â?? Supply Chain Management: Direct the procurement of both administrative and clinical supplies, ensuring zero interruptions in service while maintaining budget discipline.

â?? Contract & Records Management: Manage vendor relationships and ensure all organizational contracts and administrative records are digitized and securely filed.

3. Facility & Compliance Management

â?? Environment Stewardship: Ensure the suite remains an orderly, calm, and professional environment reflective of Hall Health standards.

â?? Compliance Oversight: Audit all safety and quality control logs (fire extinguisher checks, refrigerator logs, etc.) to ensure 100% regulatory readiness.

â?? IT & Platform Management: Serve as the primary point of contact for Spruce, Atlas EHR, and digital fax troubleshooting and updates.

4. Human Resources & Training Support

â?? Onboarding: Lead the administrative orientation for new hires, ensuring they master the Hall Health communication style and digital protocols within their first week.

â?? Performance Tracking: Assist the Director in administering staff evaluations based on the specific SOP-derived competency forms.

â?? Culture Maintenance: Model a calm, measured, and objective professional tone, ensuring a non-performative and high-integrity workplace culture.

Qualifications & Requirements

â?? Experience: 5+ years in healthcare administration or office management; experience in a growing private practice preferred.

â?? Technical Mastery: Advanced proficiency in Atlas EHR, Spruce Health, and digital administrative tools.

â?? Communication Style: Maintains a calm, measured, and objective communication style. Demonstrates professional authority and emotional maturity, prioritizing clarity and organizational order.

â?? Education: Bachelor’s degree in Healthcare Administration, Business, or a related field (Master’s preferred).

â?? Core Competency: Exceptional ability to manage complex logistics independently, ensuring that "loose ends" are resolved before they reach the Medical Director or Director.