Back Office Assistant

Job Summary

We are seeking an organized, detail-oriented Back Office Assistant to join our acupuncture clinic team. Unlike front-facing roles, this position focuses heavily on the behind-the-scenes clinical and administrative operations that keep our practice running smoothly. The ideal candidate will manage treatment room turnover, inventory, patient records, and basic billing support, ensuring our acupuncturists can focus entirely on patient care.

Core ResponsibilitiesClinical Support & Room Turnover

• Room Preparation: Sanitize treatment tables, change linens, and reset rooms promptly between patient appointments to maintain a seamless clinic flow.
• Instrument & Supply Management: Ensure all clinical tools (needles, guiding tubes, cupping sets, and gua sha tools) are properly stocked, organized, and disposed of according to biohazard and safety regulations.
• Acupuncturist Assistance: Assist practitioners with setting up specialized equipment, managing heat lamps, or prepping herbal prescriptions as directed.

Administrative & Records Management

• Electronic Health Records (EHR): Upload patient intake forms, scan external medical documents, and ensure all digital charts are accurately organized within the clinic’s management software.
• Insurance & Billing Support: Assist the front desk or billing department by verifying patient insurance benefits, submitting claims, or preparing superbills.
• Compliance: Maintain strict adherence to HIPAA guidelines and OSHA safety standards regarding patient privacy and clinical cleanliness.

Inventory & Operations

• Stock Tracking: Monitor inventory levels of clinical supplies, office supplies, and retail items (herbs, supplements, topicals).
• Ordering: Prepare supply order lists and coordinate with vendors to ensure the clinic never runs out of essential materials.

Qualifications & Skills

• Experience: 1+ years of experience in a medical back office, chiropractic clinic, physical therapy center, or holistic health environment preferred.
• Technical Skills: Proficiency with Electronic Health Records (EHR) software (e.g., Jane App, Unified Practice, or similar) and standard office software.
• Attention to Detail: High standards for cleanliness, organization, and safety protocols.
• Physical Stamina: Ability to stay on your feet for extended periods and comfortably lift up to 25 lbs (e.g., boxes of linens or clinic supplies).
• Communication: Ability to work efficiently alongside practitioners and communicate effectively with the front desk team to manage patient volume.

Work Environment

• Environment: A quiet, professional, and fast-paced clinical setting.
• Schedule: May include daytime, evening, or weekend hours depending on clinic

Pay: $16.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person