Office Manager

Hope Acupuncture & Wellness Center is a sports and orthopedic acupuncture clinic in Tigard. Our patients are athletes and active people who come to us for pain, recovery, and performance. We are a medical office, not a spa.

I am the founder and sole acupuncturist here. I am hiring an Office Manager to run everything that isn't treatment—from the front desk to the back office. You will work directly with me, and I want your input on how we can do things better. I make the final calls, but I listen closely to good advice.

WHAT THE JOB INVOLVES

• Patient experience from the first phone call to checkout: scheduling, confirmations, rescheduling, waitlist management, and follow-up.
• Insurance verification and eligibility. You check benefits before the visit, confirm what the patient owes, and explain it clearly to new patients so there are no surprises at checkout.
• Billing support. You will be part of our billing, but you are not the biller. I prepare the claims and decide how we handle problems, and I have a billing consultant on call for anything complicated. Your job is to carry it out: submit the claims, collect copays and balances at checkout, keep clean records, and make follow-up calls when I give you the instructions. What you do need on day one is hands-on insurance verification. You should already be able to call a payer or use their portal, confirm a patient’s benefits, and tell them what they will owe before their visit. If you have not done that yourself, this is not the right job.
• Payments and the cash box. Daily reconciliation, deposits, and clean record-keeping. The numbers must match every day.
• Paperwork and records. Intake forms, fax over chart notes, records requests, motor vehicle accident (MVA) and workers' compensation files, and filing so that records are easy to locate six months later.
• Clinic upkeep. Opening and closing, turning over treatment rooms between patients, handling laundry and linens, stocking supplies, swapping out one gallon water jugs, and keeping the waiting area and bathroom clean. We are a lean team, so this role is hands-on throughout the day.

This role starts at roughly 25 to 30 hours a week based on current workload and eventually full-time as the practice grows.

WHAT I AM LOOKING FOR

• You already know insurance verification. Experience in a medical, dental, chiropractic, or physical therapy office all count.
• You are accurate and detail-oriented by nature. You spot a number discrepancy, billing error, or scheduling mistake before anyone else does.
• You are comfortable with technology. Practice management software (we will train you), card readers, email, text messaging, spreadsheets, and basic AI tools like ChatGPT don't intimidate you.
• You are professional and genuinely warm with patients. Many of our patients arrive in pain or recovering from an accident, they should feel cared for, not processed. You know how to build rapport and make warm small talk while keeping an eye on the clock so conversations don't throw off the schedule.
• You handle constructive feedback with ease. When something goes wrong, you own it, fix it, and move on without taking it personally.
• You work well independently. You are a natural problem-solver who looks for answers on your own first, but you aren't afraid to ask for help after giving it a solid try.
• You want to help a small practice grow. We don't have a giant corporate handbook or a separate department for every task. Core systems are in place, and we will build the rest as the clinic expands. You will wear a lot of hats here, so I need someone who takes pride in solving problems and stepping up wherever the day requires it. That includes the clinical side, once I train you, you will help with hands-on patient care like removing acupuncture needles or cups if I need you to pitch in from time to time.

WHERE THIS ROLE IS HEADED
I am building a practice, and this seat is a big part of how fast that happens. The list above is where the job starts. Over time you will take on more: a process to set up, a system to write down, a project that did not exist a month ago. That is the job, and it is also the opportunity, because whoever builds those systems becomes the person this clinic depends on.
At 30 days and 90 days, we will sit down and review your work against clear standards I will give you on your first day.The role starts part-time, and I am building it toward full-time as patient volume grows.

SCHEDULE AND PAY

• Pay: $25.00 / hour
• Hours: ~25 to 28 hours per week
• Tuesday & Friday: 9:30 AM – 3:00 PM
• Wednesday & Thursday: 11:00 AM – 6:00 PM
• Saturday: 8:30 AM – 12:00 PM

This job suits someone with real office experience who wants to run a clinic and is comfortable starting part-time while it grows. If you need 40 hours a week right now or by next month, this is not the right job for you yet.

BENEFITS

• Free acupuncture treatments.
• Employee discount on clinic products, including herbs and supplements.
• Protected sick time under Oregon law.
• OregonSaves retirement savings program.

HOW TO APPLY

Both steps are required.

• Apply through Indeed with your resume.
• Email [email protected] with the subject line "Office Manager: Your Name" and answer the question in your own words:
• In 3 to 5 sentences, why are you a good fit for this job, and what makes you interested in this position?

I will not review applications that skip the email step.

Pay: $25.00 per hour

Expected hours: 25.0 – 30.0 per week

Benefits:

• Employee discount
• Retirement plan

Application Question(s):

• Are you available to work all of the following required shifts?

Tuesdays & Fridays: 10:00 AM – 2:00 PM
Wednesdays & Thursdays: 1:00 PM – 6:00 PM
Saturdays: 9:00 AM – 1:00 PM
(Yes / No)

• Have you had at least 2 years of medical office experiences?
• Please note: this is not a downtime-heavy office job. It requires a proactive, quick-thinking multitasker who can navigate constant interruptions without sacrificing accuracy or patient care.

Work Location: In person