Office Manager

This is a long-term career opportunity for someone who wants significant autonomy and the ability to grow with an established practice. We are looking for a committed professional who can envision staying with us for a minimum of 2-3 years, with strong potential for continued growth and advancement. You will be the operational backbone of our clinic, managing patient care coordination, financial operations, and day-to-day administrative functions. This role includes structured raises built into your contract, with potential to expand into marketing and business development responsibilities as you master the core operations.
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Core Responsibilities

Patient Care & Front Office Management

• Manage all channels of communication, including office phones, email, text messaging, social media inquiries, and WhatsApp

• Oversee patient scheduling across three practitioners using UnifiedPractice EMR system

• Coordinate front desk operations and manage part-time front desk staff

• Ensure excellent customer service and maintain positive patient relationships

• Respond to urgent patient messages, including occasional weekend availability

Financial Management & Bookkeeping

• Manage all patient accounts and billing (non-insurance)

• Track payments, send invoices, and reconcile accounts using Excel

• Ensure all patient accounts are current with no outstanding balances

• Log insurance payments and check claim status through Availity

• Coordinate with external insurance biller on unpaid claims and provide necessary medical records

• Generate financial reports and maintain accurate records

• Manage tenant billing and coordination (2 current tenants)

Practice Operations & Administration

• Coordinate and maintain practitioner schedules

• Manage inventory for clinical supplies (herbs, needles, supplies, etc.)

• Handle Moshen Herbs LLC order fulfillment (packing, shipping, inventory management)

• Maintain office systems and optimize workflows

• Manage office supplies and vendor relationships

• Navigate multiple software platforms and learn new systems efficiently

Future Growth Opportunities

• As you master core operations, there will be opportunities to take on marketing and business development responsibilities

• Potential to expand your role based on your interests and the practice's needs

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What We're Looking For

Required Skills & Qualities

• Self-directed professional who can manage operations independently with minimal oversight

• Excellent written and verbal communication skills across multiple channels

• Highly organized with strong attention to detail, particularly for financial accuracy

• Tech-savvy with ability to quickly learn and manage multiple software platforms

• Customer service oriented with warm, professional demeanor

• Financial literacy with comfort in bookkeeping, invoicing, and account management

• Adaptable and able to shift between various tasks and priorities throughout the day

• Long-term commitment: Seeking a candidate who can commit to a minimum of 2-3 years with intention to grow with the practice

Preferred (But Not Required)

• Prior healthcare or medical office management experience

• Degree in business or related field

• Experience with EMR systems

• Hebrew language proficiency

Technical Requirements

• Proficiency in Microsoft Office Suite (especially Excel)

• Basic familiarity with social media platforms for responding to inquiries

• Ability to quickly learn: UnifiedPractice (EMR), Availity, insurance portals, VoIP systems, WhatsApp Business, and other platforms as needed

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Compensation & Benefits

1. Salaried Position

2. Structured Raises: Built into the employment contract with a clear advancement path

3. Additional Benefits

• Paid Time Off

• Travel expense compensation

• Complimentary acupuncture treatments and herbal products (up to specified annual limit)

• Flexible remote work when front desk coverage is arranged

• Professional development opportunities in the holistic health field

• Long-term career growth potential with opportunity to expand into additional responsibilities

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Schedule

• Full-time: Approximately 40 hours per week

• Primary hours: Monday-Friday during business hours (9:00 am-7:30 pm)

• Occasional weekend hours required for events and urgent patient communications

• Some remote work is possible when the front desk is covered

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Reporting Structure

You will report directly to Moshe Heller, founder and lead practitioner. This role requires someone who can take initiative and manage operations independently. You will be expected to run the day-to-day operations with autonomy and minimal oversight.

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Start Date & Training

• Ideal Start Date: Early to mid-March 2026

• Paid Training Period: 1-2 months with the current office manager before transition (through the end of April)

• Comprehensive training on all systems, processes, and practice operations

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Why Join The Moshen Center?

• Long-Term Career Path: Build a lasting career with room for growth and increased responsibility

• Established Practice: Over 30 years serving the NYC community with strong foundation for stability

• Autonomy & Impact: Run the daily operations of an established practice

• Structured Growth: Clear raise schedule and potential for role expansion

• Professional Environment: Work in a wellness-focused healing space

• Meaningful Work: Help people improve their health and wellbeing through holistic medicine

• Work-Life Balance: Flexibility and access to holistic health services

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The Moshen Center is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.