Company

Hey Doc Clinic
436 Southeast 12th Avenue
Portland, OR 97214

Pay and Benefits

Hourly, up to $30.00 per hour, based on experience

Currently no other benefits 

Job Type

Approx. 30hrs a week

Starting 6-7hrs/day, 4-5x/wk

Hey Doc Clinic History and Purpose

Hey Doc Clinic is an interdisciplinary wellness clinic, owned by a queer Latinx sports chiropractor and opened in late 2021. Our mission is to center the healthcare needs of queer, trans and BIPOC communities while serving the general population. We are participating in a necessary paradigm shift in healthcare by modeling, promoting and supporting wellness, with cultural awareness around the BIPOC and LGBTQIA2S+ communities which have been historically harmed and discriminated against in healthcare spaces. 

 At Hey Doc Clinic, the following healthcare disciplines are currently represented:  chiropractic, occupational therapy, licensed massage therapy, social work/counseling, physical therapy and acupuncture; and we hope to add disciplines such as naturopathic medicine and more as we grow. In addition to our providers, we also have an off-site billing specialist, various consultants to advise us on business practices including HR and credentialing, and an advisory council to guide us and keep us accountable to our mission and values.

We have a beautiful, mindful and joyful clinic where we center healthcare justice, using pro equity, pro diversity, pro queer, pro trans, gender affirming, body affirming and pro accessibility principles. We are committed to social and healthcare justice, and model wellness for clients by making the effort to build an equitable, healthful organization for employees and providers. With these goals in mind, we hope to provide care to our community from a place of mindfulness, abundance and generosity.

Job Description

We are looking for an office manager to oversee daily office operations. They will act as a hub of communications with front desk staff, patients, providers, insurance companies, the biller and consultants ensuring smooth and efficient communications. This position is ideal for a candidate with compassionate communication skills, a love for customer service and ability to work from a justice-informed perspective while being well organized and timely. We understand the amount of emotional labor working in healthcare requires and greatly appreciate anyone willing to be present and do this work. We are excited to support the right person as they grow into the role.

Office Manager Responsibilities

• Build and maintain rapport with clients, patients, staff and providers

• Maintain a safe space for clients, patients, staff and providers, with additional mindfulness around the needs of queer, trans folks and BIPOC

• Front desk training, supervision and support

• Task management and delegation to front desk

• Answer phone calls as back-up for front desk

• Schedule front desk staff shifts

• Schedule patients

• Assist patients and medical biller with insurance communication

• Communicate with insurance companies to confirm insurance benefits and coverage

• Timely submission of prior authorizations, including the facilitation between front desk and providers to obtain necessary clinical paperwork

• Communicate with patients on insurance coverage, various billing matters, and outstanding balances

• Regularly review aging reports and coordinate collection on outstanding patient balances

• Process payroll for providers and employees

• Manage provider credentialing and contracts with insurance companies

• Manage account registrations for inventory and insurance portals

• Maintain contracts and leases for operations

• Systems creation, review and improvement

• HIPAA training and enforcement

• Maintain clinical compliance with city and state governing entities

• Communicate with remote clinical support (i.e. consultants, staff off-site, website/graphic designer)

• Support clinic owner in her multitasking as a provider and business owner

• Schedule provider & staff group meetings, advisory council meetings, workshops, community events hosted at the clinic, and marketing events

• Manage inventory, and order/pickup supplies as needed

• Regularly wash, dry, sort, and fold clinic linens and laundry 

• Spot disinfection and cleaning, as needed

Qualifications 

Required: comfort with anti-racist, pro-queer, pro-trans practices, and facility with applying equity, diversity and inclusion principles to systems.

Required: ability to lift 20-lbs above your head, ability to lift 40-lbs from the ground, ability to crouch and lift 10-lbs of laundry into stacked machines, ability to push/pull gym equipment, ability to maneuver in narrow front desk area. 

Preferred: previous management experience in healthcare or hospitality.

Candidates must pass a background check.

Proof of COVID vaccination and boosters is required.

Equipment and Software That We Use

Mac-based practice

Jane App for scheduling

Office Ally Billing clearing house

Google Workspace

Microsoft Office Suite, including Microsoft Teams communication

Mission Statement

Hey Doc Clinic is committed to advancing equity and diversity in all that we do. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital or familial status, sexual orientation, gender identity, veteran status or any other basis prohibited by local, state, or federal law. We encourage people of all backgrounds to apply, including people of color, women, LGBTQIA2S+ individuals, people with disabilities, veterans, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

What We're Looking For

Successful candidates will commit to an equitable and inclusive workplace, including but not limited to: racial equity, accessibility for individuals with disabilities, use of gender inclusive language, and cultural sensitivity. We are currently still a fully masked office and will err on the side of caution to be protective of our most vulnerable patients. We review this practice on an ongoing basis to best serve our providers, staff and patient needs. 

How to Apply

Email katie@heydocclinic.com with the attachments listed below and 2-3 dates and time ranges during which you could participate in interviews in the next two weeks.

• Your resume

• 3 professional references 

• Proof of COVID vaccination and boosters

• Brief cover letter responding to the prompts listed below

• Tell us a bit about your management experience

• Hey Doc Clinic is an anti-racist, pro-queer, pro-trans space that centers equity, diversity and inclusion. Provide an example of how you implement those principles in your work.

• Why do you want to work for Hey Doc Clinic?

Interview Process

• All candidates will be notified when we receive their application and if they are moving forward in the interview process through the various stages.

• 1st interview with the current Office Manager & Owner of the clinic

• 2nd interview with a member of the advisory council

• 3rd interview with the owner of the clinic, if necessary

As a part of the interview process, candidates will be asked to:

• Demonstrate email, in-person and phone call communication skills 

• Demonstrate how they would address a challenging front desk moment

• Describe a scenario where they learned how to better support the BIPOC and/or LGBTQIA2S+ communities

Language

English, additional languages a plus

Expected Hiring Date

As soon as possible, open until filled

Hires Needed

1