What are the responsibilities and job description for the Office Manager position at Empassion Pelvic Health?
At Empassion Pelvic Health, compassionate, patient-centered care is our mission, and excellence is our standard.
We are growing and seeking an Office Manager who can bring organization, leadership, and passion for creating an exceptional patient experience to our team. This role is more than managing a front desk, it is the driving force behind how our clinic operates, ensuring that every patient interaction, every workflow, and every detail reflects the professionalism and heart that drives our clinical care.
We are a private specialty pelvic health clinic offering physical, occupational, and massage therapy with a focus on individualized, one-on-one care. We specialize in conditions that are often misunderstood or overlooked in traditional healthcare settings, and we approach every patient with the thoroughness and compassion that they deserve.
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To be considered, applicants must submit:
- A resume and
- A detailed cover letter demonstrating that you have visited the Empassion Pelvic Health website and understand who we are and what we do.
Applications without a cover letter will not be considered.
About the Role
Empassion Pelvic Health is seeking an Office Manager to lead and oversee the administrative operations of our clinic.
This role is ideal for someone who:
- Loves creating order and systems
- Enjoys leading and training a front desk team
- Is warm, patient-facing, and detail-oriented
- Takes pride in operational excellence and accountability
- Is looking for a long-term professional home, not a stepping stone
The Office Manager is responsible for how the clinic runs day-to-day, including front desk staffing, scheduling, patient flow, metrics, and patient experience.
Why Work at Empassion
- Empassion Pelvic Health is a compassionate community where every patient is valued, supported, and welcomed with warmth.
- Many of our patients have seen multiple providers before finding us, and we honor that journey with care, believing that a patient-centered, holistic approach is necessary for true healing.
- We're looking for team members who want to be part of that mission and take pride in the exceptional, personalized care we provide.
- The work we do matters, and the people who support it matter just as much. The standard we hold for patient care extends to how we treat our team.
- We invest in our staff through professional development, clear expectations, and a culture of respect and accountability.
- Be a part of a dedicated, tight-knit team where your contribution is visible and valued.
- Competitive salary with PTO, 401(k), and professional development support.
What We Value as a Team
- Compassionate, patient-centered service
- Organization and communication
- Striving for excellence
- Accountability and follow-through
- Initiative and proactive problem-solving
- A mindset of continuous learning and growth
- Honesty and professionalism in every interaction
KEY RESPONSIBILITIES
Clinic Operations & Scheduling
- Own the day-to-day administrative operations of the clinic
- Set and manage the front desk schedule to ensure full coverage
- Personally cover the front desk when coverage is unavailable
- Oversee daily patient flow and scheduling accuracy
- Ensure current patients are scheduled through their plan of care
- Fill cancellations and optimize clinician schedules
Front Desk Team Leadership
- Lead, train, and support the front desk team
- Run weekly admin/front desk meetings
- Train staff on phone scripts, scheduling systems, and communication standards
- Coach and correct performance issues as needed
- Lead by example by being confident and effective on the phones
Patient Experience
- Serve as a warm, visible, patient-facing presence
- Greet patients and assist with check-in and check-out
- Answer phones and explain pelvic physical therapy to new patients
- Handle patient questions or concerns with professionalism and care
- Escalate or resolve customer service issues as appropriate
Metrics & Accountability
- Track and help drive key clinic metrics, including:
- Clinician utilization (fill rate)
- Front desk conversion rate
- Review call logs, lead follow-up, and scheduling data
- Supervise cancellation recovery
- Ensure high-level and rapid communication with new patient leads
Local Marketing & Community Support (Execution Only)
- Assist with local outreach and event logistics
- Prepare printed materials or practitioner packets
- Support community events and collaborations
- Social media familiarity is a plus (but not required)
Qualifications & Skills
- Prior experience in a customer service or administrative role required
- Healthcare or medical office experience strongly preferred
- Management or leadership experience preferred
- Highly organized, detail-oriented, and accountable
- Comfortable learning and communicating about pelvic floor physical therapy
- Excellent verbal and written communication skills
- Proficient in Microsoft Word, Excel, and Google Workspace
- Experience with multi-line phone systems and patient scheduling
- Canva, Instagram, or Facebook experience is a plus
Compensation & Benefits
- Salary range: $25–$30/hour, salaried (approx. $52,000–$62,400/year, based on experience and fit)
- Paid time off
- 401(k)
- Professional development support
To Apply:
Please email noelle.eads@empassionpelvichealth.com with your resume and a cover letter explaining why you’d be a great fit for our team
APPLICATION QUESTIONS
- What position you’ve held in the past best prepares you for an Office Manager role at Empassion?
- What excites you about the possibility of working at Empassion?
Work Location
In person
Salary : $52,000 - $62,400