A Rockstar Office-Administrator/ Receptionist

If you enjoy:

• Making others smile
• Learning, taking action, and taking initiative
• Meeting and talking with a variety of people
• Having a truly pivotal role in growing clinic that helps those in pain and with a variety of complex health issues

This could be the perfect position for you!

We need help keeping our chiropractic clinic running efficiently and growing while maintaining a great vibe and ensuring patients always know they’ll be welcomed with a smile.

Before we dive into roles and tasks, let me give a quick background on the company and why this position is going to be so important …

I started Hagebusch Chiropractic in 2015. 

We recently lost our previous great front desk person! We need a new rockstar to come in and help keep our clinic moving forward so we can help more people in Texarkana get their lives back after an injury or after developing various chronic pain conditions.

Here is a little bit about me: www.HagebuschChiropractic.com/AboutDrHagebusch 

There will be more additions to our team over the next few years but I’ll make sure they are all kind and really nice to work with … I promise!

We will be making Hagebusch Chiropractic “The Clinic” that gives its patients the best overall experience they’ve ever had with any healthcare office (and I don’t make that statement lightly).

Your position will have just as big a role in making that happen as I do or anyone else… probably even bigger.

This job could be best described as a mix of “Practice Manager” and “Receptionist.” Though you will work in the clinic’s waiting area and perform the usual duties of a receptionist, you will also be taking care of many other administrative and marketing duties. If it’s a good fit, as we grow, the person in this position may move into a purely practice management and marketing role.

This will be about 20 or so hours per week right now with the opportunity for additional hours as the clinic continues to expand.

Here are the primary characteristics a candidate must have for this important role in our company:

– A cheerful demeanor and an affinity towards chatting with people and making them feel welcome
– Natural empathy and compassion for those in pain
– Eagerness to learn and implement feedback
– Strong attention to detail
– Fantastic organizational skills
– Track record of working very efficiently and handling a wide variety of tasks

Excellent speaking/communication skills are also imperative. Outside of greeting and chatting with patients, you will be responsible for taking and returning phone calls as well as making calls to other healthcare offices.

And finally, you need to know your way around the computer pretty well. I don’t mean you need to be able to code websites or anything … most of the technical/computer-based aspects of this job are easily trainable. What I’m saying is that I’ll need someone who is relatively tech savvy so the training on various tasks goes smoothly and you are able to efficiently learn, navigate, and execute these tasks.

Please re-read the last 3 paragraphs and make sure you deeply believe they describe you. Every characteristic is highly important and written very deliberately.

If they do describe you, I’d love to meet you!

I’ve listed the details of your duties and how you can apply for this position below.

Being Successful in this Position will Involve:

• Being the smiling “face” of the company – greeting and chatting with patients in the waiting area, getting them a coffee/tea, taking payments, and scheduling future appointments.
• Cheerfully answering the phone and returning patient and prospective patient calls. (You will be provided with scripts to guide many of your phone conversations … especially with prospective patient calls. It is important you are open to coaching and guidance on how to manage and process phone calls, because in many ways you will be our front line ‘salesperson’)
• Checking insurance benefits and staying on top of insurance requests.
• Taking appropriate fees for service from the patients
• Being a grammar, spelling, and punctuation champion when sending and responding to emails.
• Processing clinic emails
• Helping to schedule meetings and interviews for the clinic’s upcoming “Active Texarkana Podcast” (Not yet launched)
• Filing paperwork – most of our paperwork is electronic
• Learning all about the exciting world of ‘social media and online marketing’, as well as implementing “direct response lead generation” marketing campaigns
• Going through marketing courses with Dr. Hagebusch and helping to implement what is learned
• Ordering office supplies
• Creating and scheduling social media posts (If you like social media, you’ll love this part of the job)
• Light cleaning of the office and keeping your desk space organized and clear of clutter (it’s visible to patients as they check in/out)
• Being pumped to have a job where people love you and value your presence everyday
• Maintaining and managing the office’s “customer relationship management” (CRM) software
• Depositing checks at the bank
• Occasionally picking up lunch
• Occasionally dropping off records at other offices.
• Occasionally dropping off food or marketing materials in other offices
• Printing and mailing monthly newsletters.
• Creating procedure task lists and modifying policies/procedures. We will be building out and documenting all the systems that run the business so we can scale the size of the practice more easily.
• Recording and documenting staff meetings
• Tracking finances and providing information to our bookkeeper
• Working very efficiently and diligently at all the above with a desire to help progressively more people by growing the company and always improving on the service we provide.
• Just being awesome in general and proactively thinking of things that could make a huge difference to the way the business runs.

Thanks for reading this far! You’re already showing some of the characteristics I’m looking for so if you’re interested in applying for this position, please send an email to HagebuschChiropractic@gmail.com and follow these specific directions:

1. Use the exact subject line: I’m interested in being a rockstar office administrator
2. Within the email, please write a few sentences about why you feel you are a good fit for this position.
3. Include a link to your LinkedIn profile. If you don’t already have one, please make one and include the link in the email. It doesn’t have to be long or fancy.
4. Attach your resume as a PDF file.

Thank you so much for your interest in this position.

I hope to meet you soon!

Dr. Marc Hagebusch