Role:

As a proud 501(c)(3) non-profit organization, our mission is at the heart of everything we do. We are seeking a motivated, detail-oriented Office Manager & Patient Access Coordinator who isn't just looking for a job, but who wants to be the organizational heartbeat of a mission-driven practice Operating entirely in-person from our centralized admin hub in Mt. Holly, you will manage daily office operations and serve as the main point of contact for all three of our clinic locations. This is a dynamic role where you will balance standard front-office duties (like answering phones and filing) with high-level patient care coordination—including processing new patient intakes and managing therapist schedules. Because our practice features unique farm-based locations and unique offerings like hippotherapy, you will get to support a truly rewarding environment while providing compassionate assistance to our vulnerable patients and families.

Benefits:

Benefits are available to full-time staff members Health insurance Dental insurance Vision insurance Paid time off (PTO) Public Service Loan Forgiveness (PSLF)

Eligible Employer Key Responsibilities:

Front Office Management & General Admin:

Serve as the primary point of contact by answering multi-line phone systems warmly and professionally. Perform routine office tasks including filing, creating labels, mailing letters, and scanning documentation when needed. Forward incoming faxes to therapists and manage general office correspondence. Maintain an organized and welcoming front office environment. Manage the company's general email inbox, responding to basic inquiries and efficiently forwarding messages to specific staff members as needed.

Patient Intake & Care Coordination:

Manage the complete patient intake process for all three locations. Ensure all patient insurance information is received and active prior to the scheduled date of service. Provide exceptional, compassionate customer service to our vulnerable patients and families.

Scheduling & Roster Management:

Schedule patient appointments, manage cancellations, and coordinate makeup services. Assist in managing and communicating clinic staff and therapist schedules across all locations. Resolve scheduling conflicts in a professional, efficient manner and interface with our barn staff to communicate changes. Manage and prioritize the patient waitlist, actively filling open schedule slots as they become available. Schedule daily/weekly appointment reminders via call or text.

Insurance & Administrative Compliance:

Manage annual medical forms, patient prescriptions, and verify if patients are receiving concurrent services elsewhere. Maintain relationships with referring doctors' offices and track referral metrics. Strictly adhere to HIPAA regulations to maintain total patient confidentiality.

Qualifications & Skills:

Experience (Strictly Required): Minimum of 1-2 years of experience in a medical or healthcare administrative support role (e.g., medical scheduler, clinic receptionist, dental front office, or intake specialist). General retail or food service backgrounds without medical office experience will not be considered.

Education:

High school diploma or equivalent required (Associate's or Bachelor's degree in healthcare administration or a related field is a bonus).

Industry Knowledge:

Solid understanding of medical terminology, health insurance procedures, front desk operations, and HIPAA compliance.

Technical Skills:

Proficient with computer systems (Google Workspace/Microsoft Office, Excel, Salesforce) and comfortable learning new Electronic Medical Record (EMR) software.

Multitasking & Organization:

Proven ability to manage a high volume of patient requests, switch tasks with ease in a fast-paced environment, and maintain meticulous attention to detail.

Communication:

Excellent verbal and written communication skills with an ability to show deep empathy and kindness to patients and families.

Non-profit Experience:

Previous experience working or volunteering within a non-profit environment is a plus (but not required).

Work Location:

One location: Fully in-person at our Mt. Holly admin hub. If you are looking for an opportunity to utilize your healthcare administrative expertise to make a tangible difference, please apply with your resume today!

Pay:

From $19.00 per hour

Benefits:

Dental insurance Health insurance Paid time off Vision insurance Application Question(s): What experience do you have that is relevant to this role? What is your interest in working for a nonprofit and/or medical clinic?

Work Location:

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Nonprofit Office Manager & Patient Access Coordinator