What are the responsibilities and job description for the Business / Front Desk Operator position at Acupuncture of Shawano?
About Acupuncture of Shawano
At Acupuncture of Shawano, we believe healing is more than medicine—it’s a mission. We are a family-run practice dedicated to helping our patients reclaim their health naturally, avoid unnecessary surgeries and medications, and live with renewed energy and vitality.
Every day, patients walk through our doors discouraged and exhausted by chronic pain or ongoing health struggles. Through compassionate, holistic care, we help them rediscover hope and restore balance in their lives.
When you join our team, you become part of something meaningful—a practice devoted to improving lives and strengthening the health of our community. This role is essential to creating the welcoming, organized, and professional environment that allows our clinic to thrive.
If you are detail-oriented, compassionate, and eager to grow in a supportive, purpose-driven environment, we would love to meet you.
Position Summary
The Business / Front Desk Operator plays a central role in the daily operations of the clinic. This individual ensures that patients receive a warm and professional experience while maintaining accurate administrative, scheduling, financial, and operational systems.
This position requires strong organizational skills, excellent communication, attention to detail, and comfort with technology and administrative management.
Key ResponsibilitiesPatient Experience
- Greet patients warmly upon arrival and offer tea or water
- Prepare and organize new patient folders and paperwork
- Review documentation requirements with patients and assist as needed
- Maintain a welcoming, professional, and calm front-desk environment
Scheduling & Communication
- Answer phone calls and follow up as needed
- Schedule and manage patient appointments
- Review daily appointment schedules and prepare files for the clinician
- Record cancellations and scheduling changes accurately
- Ensure sufficient time between appointments
Administrative & Office Operations
- Maintain patient files and ensure HIPAA compliance and confidentiality
- Ensure all files are properly stored and cabinets secured at end of day
- Maintain clinic calendar and daily operational schedule
- Assist in keeping the facility clean and well organized
- Notify clinician when supplies need to be ordered
Financial Administration
- Collect and record patient payments using QuickBooks and Square
- Provide receipts upon request
- Track daily revenue and assist with weekly deposits
- Record and process check payments with manager approval
- Monitor clinic budget expenditures
- Prepare and submit monthly financial reports
- Coordinate with accountant for required financial reporting
Technology & Systems Oversight
- Monitor and manage daily IT functions including:
- QuickBooks
- Website
- Social media (Facebook)
- Appointment systems
Management & Support
- Assist with marketing initiatives and strategic goals
- Attend required staff meetings
- Submit written reports for meetings and evaluations as assigned
- Assist with training and supervision of staff when required
- Troubleshoot operational issues and coordinate resolutions
Qualifications
- Exceptional attention to detail
- Strong communication and interpersonal skills
- Excellent organization and time-management abilities
- Strong analytical and problem-solving skills
- Ability to work independently and take initiative
- Comfortable working with technology and software systems
Technical Skills
Proficiency or willingness to learn:
- QuickBooks
- Microsoft Office (especially Excel)
- Google Workspace
- Apple systems
- Social media platforms (Facebook)
- Scheduling software
- AI tools such as ChatGPT
Additional Requirements
- Ability to understand and support clinic strategic goals and mission
- Willingness to learn marketing, management, and AI tools
- Commitment to patient confidentiality and HIPAA compliance
- Participation in continuing education including:
- HIPAA compliance
- Marketing and advertising
- Management
- CPR certification
Why Work With Us
- Meaningful work that directly improves people’s lives
- Family-run, supportive environment
- Opportunity to grow professionally and develop new skills
- A workplace centered on compassion, purpose, and community impact
If you are organized, compassionate, and motivated to be part of a mission-driven healthcare practice, we encourage you to apply and join the Acupuncture of Shawano team.
Pay: $15.00 - $20.00 per hour
Work Location: In person
Salary : $15 - $20