Office Manager Part-Time

Job Overview A brief cover letter expressing your interest and suitability for the role along with your resume is required and appreciated. The office manager provides administrative and clerical support to the doctor by greeting patients, managing appointments, maintaining medical records, handling private-pay billing, and performing general office duties, including phones, email, and inventory. They ensure efficient daily operations, serve as patient liaison, and maintain a professional front office. The office manager coordinates insurance and private-pay billing by collaborating with the billing specialist.

Hours:

Tuesday and Thursday onsite San Jose office from 2pm to 9pm. Monday, Wednesday and Friday remote work as required (scheduling, emails, and other pertinent duties).

Responsibilities Patient Interaction & Front Desk Management:

Greet and check in patients; offer refreshments Collect patient information, including contact details, diagnostic measurements, medical history, insurance, and payment information Answer phones and respond courteously to all inquiries Maintain a clean and organized reception & front office area, water plants

Administrative & Record-Keeping:

Prepare and maintain electronic and paper health & financial records Manage patient information and ensure it is up-to-date Place patient files on the doctor's desk in advance of appointments Maintain organized online and paper files; consistently recycle/shred old papers as appropriate

Calendaring:

Schedule and confirm patient appointments Schedule regular times (in person and/or by phone) to confer with the doctor on important follow-ups; put these times in the calendar Schedule updates of the doctor's credential documents

Billing & Insurance:

Help the billing specialist by providing any necessary patient information and collaborating to ensure patient accounts are accurate Occasionally collect private payments and co-pays

Office Operations:

Open & sort mail; deposit checks to the bank, a priority Respond promptly, patiently, and courteously to phone calls, messages, and emails Manage office supplies and inventory Perform general office duties, including copying, scanning, and organizing Relay patient prescription requests and messages to the doctor Experience Excellent communication skills—both verbal and written—with a focus on phone etiquette and professional interaction

Organizational Skills:

Manage multiple tasks and coordinate the flow of the office.

Technical Proficiency:

Experience with Google, MS Office, calendaring. Willingness to learn Tebra software is a must.

Customer Service:

Provide a friendly, positive, and welcoming experience for patients.

Confidentiality:

Maintain strict confidentiality of the patient's information and treat all records appropriately (secure in locked files and/or shred). Hands-on experience with clerical tasks such as filing systems, front desk operations, calendar management, and multi-line phone systems Join us in creating an efficient, welcoming office environment where teamwork thrives! This part-time role is perfect for motivated individuals eager to make a positive impact while honing their administrative leadership skills.

Pay:

$23.00 - $28.00 per hour

Benefits:

Flexible schedule Professional development assistance People with a criminal record are encouraged to apply

Work Location:

Hybrid remote in San Jose, CA 95129