Office Manager

Be the Leader Who Makes the Office Work — and the Patient Experience Exceptional.This is a hands-on leadership role for someone who loves people, thrives in an organized environment, takes ownership, and finds fulfillment in helping both patients and team members succeed.The Office Manager leads the office—setting the tone each morning, supporting the team throughout the day, creating an exceptional patient experience, and ensuring the many moving pieces of a busy medical practice come together seamlessly.If you are energized by leading people, solving problems, creating order, improving processes, and knowing your work directly impacts patients and your team's success, this could be an incredibly rewarding opportunity.Purpose of the RoleThe Office Manager leads and supports the daily administrative and operational functions of an Ethos office.Your mission is to create an environment where:Patients feel welcomed, cared for, and importantProviders can focus on delivering excellent patient careTeam members feel supported, accountable, and equipped to succeedSchedules and patient flow are managed effectivelyAdministrative and financial processes are accurate and timelyThe office operates with excellence, integrity, hospitality, and efficiencyThis role combines leadership, patient experience, team development, operational excellence, and accountability.What You'll LeadCreate an Exceptional Patient ExperienceYou will help ensure that every patient interaction reflects the level of care and hospitality we want associated with Ethos.Responsibilities include:Welcome patients warmly and create a professional, positive, and caring environment.Oversee efficient patient check-in and check-out.Ensure signatures, documentation, follow-up appointments, and patient information are completed accurately.Answer and oversee incoming calls using appropriate phone etiquette and company standards.Respond professionally and compassionately to patient questions, concerns, and escalated calls.Maintain strong follow-up with patients regarding appointments, care, and their overall experience.Help identify and resolve barriers that could negatively impact a patient's experience.Own the Rhythm of the OfficeGreat offices don't happen accidentally. You will help create the structure and accountability that keep the office running successfully.You will:Conduct daily morning huddles to align, motivate, and prepare the team.Facilitate patient flow between the front office, providers, and clinical team.Maintain a clean, organized, safe, and professional office environment.Lead, Coach & Develop Your TeamThis position provides an opportunity to make a meaningful difference in the development and success of others.You will:Train, mentor, encourage, and support team members.Promote teamwork and a culture where people help one another succeed.Lead by example through professionalism, accountability, integrity, positivity, and a servant-leadership mindset.Scheduling & Patient Care CoordinationThe Office Manager helps ensure patients continue progressing through their recommended care.Responsibilities include:Schedule, confirm, and manage patient appointments.Ensure future appointments for testing, neurology, follow-ups, and therapy are scheduled appropriately.Administrative & Documentation ExcellenceAccuracy matters. You will help ensure our patient and office information is complete, timely, and reliable.You will:Enter and update patient demographics, insurance, and financial information accurately within the EHR.Ensure required patient paperwork is completed, signed, dated, scanned, and filed correctly.Maintain professional communication with attorneys, case managers, referral partners, and other external contacts as appropriate.ProcurementThe Office Manager helps protect the resources entrusted to the office.Responsibilities include:Monitor office and medical supply inventory.Track applicable supply expiration dates and inventory needs.Protect Our Patients & Our StandardsMaintain patient confidentiality at all times.Protect PHI and follow HIPAA requirements and company protocols.Ensure team members follow established company policies, procedures, and required certifications.Support safety, compliance, and regulatory standards within the office.Take ownership of special projects and additional responsibilities that support the success of the organization.What Success Looks LikeA successful Ethos Office Manager doesn't simply complete tasks.They create an office where patients feel cared for, employees know what is expected of them, providers are supported, problems are solved quickly, details don't fall through the cracks, and the team works together toward a common purpose.You will know you're succeeding when your office is:Welcoming.

Organized. Accountable. Efficient.

Positive. Patient-focused.QualificationsRequired:High school diploma or equivalentStrong organizational and time-management skillsExcellent written and verbal communication skillsStrong attention to detail and commitment to accuracyAbility to prioritize and manage multiple responsibilities in a fast-paced environmentProfessional demeanor and exceptional customer-service skillsComfortable using computers, electronic systems, and office technologyAbility to lead through accountability while maintaining a supportive, team-first approachPreferred:Previous experience in a healthcare, medical, or clinical environmentExperience leading teams and motivating employees toward office goalsThe Person Who Will Thrive in This RoleYou may be a great fit if you are someone who:Naturally takes ownershipLoves helping peopleNotices details others may overlookCan balance compassion with accountabilityEnjoys creating organization from many moving piecesDoesn't wait for someone else to solve a problemCommunicates clearly and professionallyCan lead confidently while remaining approachableEnjoys developing and encouraging othersLooks for solutions instead of focusing only on problemsTakes pride in creating an outstanding experience for patients and teammatesOur Leadership MindsetAt Ethos, leadership is not simply about having authority—it is about serving others, taking responsibility, creating clarity, developing people, and setting an example worth following.We want our Managers to feel ownership of their office and pride in the environment they help create.Your leadership can directly influence a patient's experience, an employee's development, a provider's ability to care for patients, and the organization's overall success.That's what makes this role important—and rewarding.Location Gainesville, FlScheduleEthos Health Group offices are open:Monday–Thursday | 7:45 AM–6:00 PM Friday | 7:45 AM - 5:00 pmSchedule and coverage requirements may vary based on office and operational needs.Come Grow with EthosIf you're looking for more than a traditional office position—and want an opportunity to lead, grow, develop others, serve patients, and make a measurable difference every day—we'd love to meet you.At Ethos Health Group, your role matters because the experience you help create matters.