Acupuncture Clinic Office Manager

Job Description

Job Description

Job Summary
We are seeking a dynamic and highly organized Acupuncture Clinic Office Manager to lead the daily operations of our thriving healthcare practice.

Job description

Tucson, AZ Full-Time On-Site

Do you thrive in a fast-paced, patient-centered healthcare environment? Are you organized, proactive, and motivated by creating an experience where every patient feels genuinely cared for?

Oro Valley Acupuncture is a rapidly growing integrative health clinic specializing in advanced peripheral neuropathy care, pain relief for chronic conditions, acupuncture, and holistic therapies. We’re seeking a compassionate and highly capable Office Manager to lead our front office operations and ensure that every patient touchpoint reflects the excellence of our clinical care.

Role Summary

The Office Manager serves as the operational backbone of our clinic—overseeing workflow, guiding the front-desk team, and ensuring an exceptional patient experience from arrival to follow-up. This role combines leadership, administrative precision, and patient-facing communication to support both clinical outcomes and practice growth.

In addition to communication duties, this role manages our CRM and lead pipeline, ensuring every lead is accurately tracked, followed up on promptly, and reported on for quality and outcomes. It’s a hands-on operational position for someone who enjoys a blend of patient interaction, systems oversight, and performance analytics.

Key Responsibilities

Leadership & Clinic Operations

● Oversee daily front-office flow to ensure a smooth and supportive patient experience.

● Lead, coach, and hold accountable a small front-desk team with clarity and positivity.

● Maintain efficient scheduling, proper appointment protocols, and proactive problem resolution.

● Ensure accurate patient records, documentation, and follow-up systems within our EHR.

● Update and monitor marketing ads as needed.

● Support onboarding, training, and ongoing development of new team members.

Financial & Administrative Management

● Monitor daily collections and reconcile payments with accuracy and timeliness.

● Manage patient balances and provide clear, compassionate financial communication.

● Support documentation needs (limited billing duties such as providing superbills to patients).

● Oversee inventory management, supply ordering, and vendor relationships.

Patient Communication & Experience

● Welcome and guide patients throughout their care journey with warmth and professionalism.

● Manage phone and email communication using service-oriented best practices.

● Reduce no-shows through effective reminders, outreach, and follow-up protocols.

● Assist with consultations, patient education hand-offs, and coordination with providers.

Requirements

Must-Have

●3 years of experience in a healthcare, chiropractic, medspa, or related office setting.

● Proven ability to lead or supervise a team in a service-oriented environment.

● Strong organizational skills and impeccable attention to detail.

● High level of tech comfort—able to learn EHR, phone systems, CRM tools, and workflows quickly.

● Excellent communication skills with a calm, patient-centered demeanor.

● Ability to make independent decisions, solve problems, and own outcomes without micromanagement.

● Ensure accurate patient records, documentation, and follow-up systems within our EHR.

● Reliable references, Credit check, and drug testing required

Preferred

● Experience in integrative medicine or holistic health settings.

● Experience Managing a team including hiring and firing and team leadership.

● Familiarity with patient financial counseling.

● Prior responsibility for scheduling systems or operational process improvement.

Success Metrics / KPIs

Success in this role is measured by your ability to elevate both the patient journey and front-office performance. Key indicators include:

● Patient Satisfaction: Maintain a 4.7+ average patient experience rating.

● Scheduling Efficiency: Achieve and sustain 90–95% schedule utilization.

● No-Show Reduction: Reduce and maintain no-show rate below 5%.

● Financial Accuracy: Ensure daily collections and reconciliation accuracy above 98%.

● Operational Excellence: Complete administrative tasks and team follow-ups within agreed-upon timelines.

● Team Performance: Facilitate smooth communication, consistent processes, and high team accountability.

● Ensure accurate patient records, documentation, and follow-up systems within our EHR.

Why You'll Love Working With Us

● Purpose-driven environment where you directly support and witness patient healing and transformation.

● Supportive, growth-oriented culture with training and professional development.

● Consistent Monday–Friday schedule — only the occasional weekend outreach events.

● Competitive pay with performance-based bonuses.

● Employee wellness benefits.

Ready to Lead With Heart?

If you’re driven by meaningful work and inspired to elevate both patient care and team excellence, we’d love to meet you.

Send your resume AND cover letter with the subject" "Uncut Gem"

to: karihahnlac @ gmail . com

Tell us why you are the perfect candidate!

Job Type: Full-time

Benefits:

● In office and at home hours

● Professional development assistance

● Potential for health insurance and 401K

Pay: $40,000.00 - $50,000.00 per year

Work Location: In person and at home

Kari Hahn, L.Ac. , M.Ac.O.M.

Oro Valley Acupuncture

190 W. Magee Rd, Ste 142

Tucson AZ 85704

office-520-532-2012

mobile-520-429-0159

email - [email protected]