oFFICE MANAGER

NOW HIRING

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STATUS: Part-time employee (W2)

COMPENSATION: $18-$20 /hour(with opportunity for a raise after 90 days)

COMMITMENT: 24-28 hours/week

LOCATION: Lubbock, TX

ANTICIPATED START DATE: ASAP

Interview process

  • Phone interview with Dr. Niraj Patel

  • In-person interview with Dr. Allana Patel or Dr. Niraj Patel

  • Working interview to experience our office dynamic and determine if we are a good fit for each other

ABOUT THE ROLE

The Office Manager will manage the day-to-day operations of our front desk and office, ensuring that our schedule is optimized to serve as many people as possible. This role is a vital part of our patient experience as the first point of contact for our office. Connecting with patients and families providing above average customer service.

patient experience

  • Interact with patients in a welcoming and professional manner

  • Oversee the answering of emails, text messages, and incoming calls during office hours - not primary job all the time but will fill in as needed or be involved as needed with these operations

  • Deliver a friendly office tour for all new patients, showing them where different areas of the office are located

  • Communicate office policies to new patients

  • Provide courteous, friendly, and prompt practice member care and education

  • Promote Wisdom and Truth Wellness and encourage referrals

  • Strengthen community relationships with gift baskets or other things

  • Develop new relationships as opportunities present themselves

Scheduling

  • Manage Active Plans of Care and oversee that those are up to date and accurate

  • Communicate with patients regarding office closures or rescheduling

  • Monitor the schedule 4 weeks out, 1 week out, and day-of to balance new patients, cancellations, and current patients

  • Check schedule for the day for any overlaps or cancellations that need to be filled

  • Review the week’s schedule for any open appointments to fill, while being mindful of new patients

Internal Operations

  • Keep stock of inventory and order when supplies are running low

  • Make notes of questions that came in during office hours and relay them to contact person at the end of the day

  • Participate in regular meetings with doctors and the team

  • Oversee other staff members

  • Communicate weekly with VA to make sure projects are moving forward and bring them through to completion 

  • Oversee and run weekly staff meetings 

  • Oversee staff check ins and 1:1 meetings 

  • Pull reports monthly of patient/financial and give report to doctors at the 1st of every month

  • Oversee Trello App

  • Check-in with Rivendell Practitioner about any updates, patient support, etc

REQUIREMENTS

Skills

  • General computer skills (typing, navigating a computer, email, etc.)

  • Ability to solve problems as they arise

  • Quick learner and enjoy a fast-paced environment

  • Excellent verbal and written communication skills

  • Excellent interpersonal skills

  • Extremely detail-oriented

  • Organizational and time management skills

Experience

  • Previous customer service experience

  • High level of experience talking to people and providing answers without a lot of time to think through (e.g. when on the phone with a new patient)

  • Management experience

Tools used in this role

  • Google Workspace (Gmail, Docs, Sheets, etc.)

  • Jane.app (EHR system) – no experience needed

  • Trello

  • Social Media (occasionally)

schedule

MONDAY | 8 AM - 12 PM

TUESDAY | 9 AM - 12 PM + 2 PM - 6 PM

WEDNESDAY | 2 PM - 5 PM

THURSDAY | 2 PM - 6 PM

FRIDAY | 9 AM - 12 PM

When our office is closed, you will take the office cell phone with you to answer incoming calls and return voicemails and texts.

This role is right for you if…

  • You are professional and friendly in your communication and interactions

  • You are self-motivated and can perform your work with minimal direction or encouragement

  • You are a problem-solver and initiator with a keen ability to figure things out!

  • You love talking to people and creating a welcoming environment

  • You are extremely detail-oriented and focused when dealing with scheduling, billing, and other tasks that have a lot of room for error

  • You don’t mind sitting at a computer for most of the shift

  • You aim for efficiency, not perfection

Bonus points if…

  • You are straightforward in your communication – we don’t beat around the bush

  • You’re able to work hard, yet still laugh and have a good time with the team

  • You have some common interests that match the rest of the team! (holistic care, homesteading, sourdough, etc.)

What success looks like in this role…

First 3 months

  • Have a confident handle on the responsibilities of the role

  • Begin to learn about and interact with the families that come in our office

  • Get to know the other team members well

Within 3-6 months

  • Begin to learn the inner workings of the office and give helpful solutions to any problems needing solving or systems needing tweaking as well as have ideas on how to move the needle forward with new projects or community connections

Within 6-9 months

  • Take ownership of the role and drive improvement in all areas of your work with minimal assistance – we could talk about a raise at this point

ABOUT WISDOM & TRUTH WELLNESS

At Wisdom and Truth Wellness, we want to shift the paradigm and set a new standard in healthcare, where the practitioner-patient relationship is built on trust and confidence. We view the doctor/practitioner as a teacher, not as an emergency solution to your symptoms.

We are working towards building a multidisciplinary practice the first of its kind in West Texas: a place for families to come and get holistic healthcare – from acute care to chronic illness to wellness care.

Our Mission

At Wisdom and Truth Wellness we create a safe place to be seen, heard, and cared for. We are a collective team of practitioners advocating for the individual’s needs, equipping them to trust the natural design of the body.

Our Vision

To set the standard for education on healthcare specifically related to women's health, pediatrics, and families. Our goal is to inspire and enable you to advocate for yourself and take responsibility for your health.

Our Core Values

Humility

Confident humility is a hallmark of our staff. Confident enough to make decisions and humble enough to admit when you don’t know. There is no room for pride, especially from our doctors/practitioners!

Honor

We expect you to be disciplined, not only in how you practice, but your personal life as well. We honor each other and our patients, placing heaven's value on them regardless of our differences.

Initiators

We expect you to be initiators in all areas – problem-solving, relationships, how to better the inner office workings, etc. If something needs to be done or changed, take initiative on communicating that to the right people and make it happen! Don’t wait around for someone else to move the needle.

Self-Development

We will do this as a team, but you are also expected to have a level of personal self-development. Always green and growing – not only in health-related topics, but in all areas.

Energy Giver

You will be expected by staff and patients to be an energy giver. Therefore you must have awareness of how you best replenish yours. We all have days of energetic constipation, but as a rule, you will be expected to operate as energy givers while in the office.

MEET OUR FOUNDER, DR. ALLANA PATEL

Dr. Allana Patel was born and raised in Fruitvale, a small East Texas town, by a holistically minded mother who always tried the natural route before turning to other options. From the time she was 5 years old, Dr. Allana has been seeing a Chiropractor. 

Her deep desire to teach people how to live healthy lifestyles and properly fuel the bodies God gave them led her to pursue the medical field, but it was not until her senior year of college that she knew she wanted to be a Chiropractor. Once she began to learn about how God designed the body and all of its amazing capabilities to self-heal, her desire to educate families with the knowledge she gleaned began to drive her forward.

With a Bachelor’s Degree in Exercise and Sports Science and minor in Biology from Texas State University, Dr. Allana went on to attend Parker University where she received her Doctor of Chiropractic Degree, Bachelor’s Degree in Anatomy, and Bachelor’s Degree in Health and Wellness. She is also Webster Certified and NBCE Advanced Acupuncture Certified. With all her degrees, the greatest lesson she has learned is that God is faithful and He is good.

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