Medical Office Manager

Company Overview

Forum Health is a nationwide provider of personalized, innovative and transformative health care services and clinics designed to help patients achieve their health goals. Our mission is to transform the healthcare landscape from a focus on “Sick Care” to a commitment to “Well Care” by harnessing the power of personalized medicine, cutting-edge technology, and anti-aging strategies. We are driving this paradigm shift through the principles of Integrative and Functional medicine, coupled with advanced technology and data analytics.

Summary

We are a well-known, innovative and rapidly growing alternative medicine practice currently searching for a professional, compassionate and knowledgeable individual to fill the position of Office Manager. We offer a multitude of services including Functional Medicine, Acupuncture, IV Therapy, Nutritional counseling, Craniosacral Therapy and Psychotherapy, and have a variety of healthcare providers on staff (MD, PA’s, RD, RN’s, LAc, LMT, LLP).

Our family-like work environment encourages mutual respect, teamwork, shared responsibilities and shared values. We empower patients to achieve optimal wellness through a systematic curriculum-based (educational) approach, and through the use of “cutting edge” diagnostic testing which allows us to uncover the underlying cause(s) of their symptoms and resolve them.

As an integral member of the practice team, the Office Manager will be responsible for making sure that the administrative aspects of the office run smoothly, managing staff efficiently, and handling patient concerns. The Office Manager oversees all aspects of the medical office, with most of the work occurring behind the scenes. The following qualities are important to us:

• Strong Leadership & Communication Skills– Must be able to effectively communicate with everyone who passes through the office (physicians, clinical and administrative staff, patients, external vendors, etc.).
• Behavioral Characteristics– Must be even-tempered, approachable, and have excellent people skills to keep staff motivated and working efficiently.
• Conflict Resolutions Skills– Should be able to quickly address, mediate, and resolve conflicts during high-stress situations.
• Multi-Tasking Ability and Detail-Oriented– Possess an eye for detail and capable of streamlining routine office processes. Must know when and how to delegate tasks as needed.

Key Responsibilities

• Day-to-Day Practice Operations - Manage office staff, order supplies, ensure adherence to laws and regulations, maintain financial records, create office policies and handle public relations. Oversee appointment scheduling and staff schedules. Conduct team meetings. Interact with patients and gain customer feedback. Address patient complaints in a compassionate, diplomatic and timely fashion.
• Facilities Maintenance & Resource Management - Manage equipment & facilities maintenance & repair, cleaning, security, and occupational health and safety. Inventory management.
• Strategic Planning and Process improvements- Assist in the development of business strategies and help implement them. Design and implement improvements to current procedures. Document current policies and procedures for training purposes
• Advertising, Sales & Marketing– Assist in the acquisition & retention of new patients. Help manage production of patient brochures, newsletters, and other marketing campaigns. Assist in the direction of marketing efforts and monitor ROI on each campaign.
• Human Resources and Personnel- Resolve conflicts, maintain personnel records, develop job descriptions and office policies. Hire and train new staff, conduct employee performance evaluations and resolve employee conflicts. Support office staff and encourage communication through weekly meetings to ensure they have necessary support.
• Billing and Accounting - Maintain financial records, prepare reports for CEO, accountant and bookkeeper.
• Legal Compliance - Ensure all federal and state laws and guidelines are followed (e.g. OSHA, CLIA, HIPAA, FMLA), maintain current licensures and CPR for clinical staff, ensure that medical records are properly stored and released. Manage computers, software and IT system.
• Ensuring Financial Success of the Practice - Explore competitive pricing for supplies and vendors. Create and maintain an office budget. Help manage the costs of the practice. Make suggestions on ways to improve profit margins and help implement them.

What You’ll Bring

• Bachelor’s degree in Healthcare Administration, Business Administration, Public Health, or a related field preferred
• 5 or more years of progressive management experience, ideally in a medical, clinical, or healthcare office setting
• Experience overseeing daily operations in a patient-facing environment, including scheduling, workflow management, and customer service
• Demonstrated background in supervising and developing administrative and/or clinical support staff
• Working knowledge of healthcare regulatory requirements, including HIPAA, OSHA, CLIA, and general compliance standards
• Hands-on experience with practice management systems, EMRs/EHRs, and related office technology
• Experience managing budgets, financial reporting, vendor relationships, and general accounting processes
• Prior involvement in process improvement, operational standardization, or practice optimization efforts
• Experience supporting marketing, patient engagement, or patient retention initiatives preferred
• Familiarity with holistic, integrative, or functional medicine settings is a plus but not required

Compensation & Benefits

• Salary: The annual base salary for this position is $55,000 - $65,000 annually. Annual base salary range placement will depend on a variety of factors including, but not limited to, education, work experience, applicable certifications and or licensures. The range displayed on each job posting reflects the minimum and maximum target salaries for the position across all US locations
• Bonus: Eligibility for a KPI-based bonus structure, designed to reward achievement of key operational, financial, and patient-experience goals
• Location: Onsite
• Benefits: 401(k), 401(k) matching, Health Insurance, Dental Insurance, Life Insurance, Vision Insurance, Paid Time Off
• Visa Sponsorship: Applicant must be authorized to work in the United States without the need for sponsorship now or in the future.

Why Join Us

You’ll join a collaborative, growth-oriented organization that’s redefining healthcare through innovation and compassion. We offer competitive compensation, benefits, and the opportunity to make a meaningful impact every day.