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Practice Administrator

Practice Administrator

Chief of Staff KCGladstone, MO, US
18 days ago
Job type
  • Full-time
Job description

Daily / Ongoing Tasks

  • Monitor and respond to emails and texts (AM & PM); send daily update to Owner.
  • Ensure office cleanliness and organization at opening, throughout the day, and at closing.
  • Confirm all daily staff responsibilities are complete; secure office at closing (doors locked, alarm set).
  • Stock and organize merchandise, supplements, and products.
  • Provide front desk support as needed (phones, appointments, forms, check-in, invoicing, general questions).
  • Address equipment, retail, and consumable issues (warranties, replacements, incidents).
  • Open and distribute mail.
  • Communicate operational updates to Staff Manager.
  • Assist with IT, phone, music, and internet issues.

Weekly Tasks

  • Inventory management : update supply sheets, place orders (supplies, retail, consumables) every Monday or as needed.
  • Maintain and update EMR (schedules, pricing, services, packages, staff profiles).
  • Ensure retail items are updated in the Practice Management System.
  • Manage memberships and related promos.
  • Provide deposit and credit card receipts to CFO.
  • Review and respond to charitable donation requests.

    • Monthly Tasks

  • Verify use of rebates, coupons, and codes.
  • Review and ensure membership payments are processed.
  • Set up monthly promotional texts and phone messages.
  • Conduct financial audits; review findings with Owner, Manager, and CFO.
  • Review lab invoices and follow up on unpaid patient charges.
  • Attend monthly staff meetings; assist with agenda.
  • Update internal forms (brochures, protocols, price / order sheets).
  • Edit marketing materials and newsletters.
  • Notify the website team of staff or content changes.

    • Quarterly Tasks

  • Help prepare for and attend quarterly staff meetings.
  • Plan and coordinate internal / external events : block provider schedules, coordinate with vendors, prepare promotional content.
  • Assist virtual assistants with spreadsheets and accuracy checks.
  • Ensure all online orders and repeat purchases are fulfilled within 48 business hours.
  • Coordinate training materials and product / sample requests from vendors.
  • Ensure OSHA compliance (e.g., fire extinguishers, ADA requirements).

    • Annual Tasks

  • Maintain up-to-date licenses for staff
  • Edit and update Employee Handbook and Service Menu.
  • Assist with malpractice documentation and renewals.
  • Request promotional samples and staff training materials from reps.
  • Coordinate updates to pricing and appointment types with Owner.
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    Practice Administrator • Gladstone, MO, US