Office Coordinator

ADP, Inc.; Gainesville (FL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Attendee-friendly work environment

Job summary

Ethos Health Group seeks an Office Manager to lead the daily administrative and operational functions of a busy medical practice in Gainesville. You will set the tone each morning, support the team, and deliver an exceptional patient experience while ensuring efficient office processes.

Responsibilities include coordinating check-in/out, appointment scheduling, documentation accuracy, and HIPAA compliance. You will mentor staff, promote teamwork, and uphold professionalism and integrity in all

Qualifications

• Strong organizational and time-management skills are required.
• Excellent written and verbal communication abilities.
• Detail-oriented with accuracy in documentation and processes.
• Ability to lead through accountability while supporting the team.
• Comfortable using computers and office technology.

Responsibilities

• Lead daily office operations to support patients and staff.
• Manage patient check-in/out, appointment scheduling, and flow.
• Oversee documentation, signatures, and patient information accuracy.
• Coordinate communications with providers, attorneys, and partners.
• Train, mentor, and develop team members toward office goals.
• Ensure HIPAA compliance and maintain confidentiality.

Skills

Organizational skills

Time management

Communication

Attention to detail

Multitasking

Customer service

Leadership

Education

High school diploma

Job description

Be the Leader Who Makes the Office Work — and the Patient Experience Exceptional.

This is a hands-on leadership role for someone who loves people, thrives in an organized environment, takes ownership, and finds fulfillment in helping both patients and team members succeed.

The Office Manager leads the office—setting the tone each morning, supporting the team throughout the day, creating an exceptional patient experience, and ensuring the many moving pieces of a busy medical practice come together seamlessly.

If you are energized by leading people, solving problems, creating order, improving processes, and knowing your work directly impacts patients and your team's success, this could be an incredibly rewarding opportunity.

Purpose of the Role

The Office Manager leads and supports the daily administrative and operational functions of an Ethos office.

Your mission is to create an environment where:

• Patients feel welcomed, cared for, and important
• Providers can focus on delivering excellent patient care
• Team members feel supported, accountable, and equipped to succeed
• Schedules and patient flow are managed effectively
• Administrative and financial processes are accurate and timely
• The office operates with excellence, integrity, hospitality, and efficiency

This role combines leadership, patient experience, team development, operational excellence, and accountability.

What You'll Lead

Create an Exceptional Patient Experience

You will help ensure that every patient interaction reflects the level of care and hospitality we want associated with Ethos.

Responsibilities include:

• Welcome patients warmly and create a professional, positive, and caring environment.
• Oversee efficient patient check-in and check-out.
• Ensure signatures, documentation, follow-up appointments, and patient information are completed accurately.
• Answer and oversee incoming calls using appropriate phone etiquette and company standards.
• Respond professionally and compassionately to patient questions, concerns, and escalated calls.
• Maintain strong follow-up with patients regarding appointments, care, and their overall experience.
• Help identify and resolve barriers that could negatively impact a patient's experience.

Own the Rhythm of the Office

Great offices don't happen accidentally. You will help create the structure and accountability that keep the office running successfully.

You will:

• Conduct daily morning huddles to align, motivate, and prepare the team.
• Facilitate patient flow between the front office, providers, and clinical team.
• Maintain a clean, organized, safe, and professional office environment.

This position provides an opportunity to make a meaningful difference in the development and success of others.

You will:

• Train, mentor, encourage, and support team members.
• Promote teamwork and a culture where people help one another succeed.
• Lead by example through professionalism, accountability, integrity, positivity, and a servant-leadership mindset.

Scheduling & Patient Care Coordination

The Office Manager helps ensure patients continue progressing through their recommended care.

Responsibilities include:

• Schedule, confirm, and manage patient appointments.
• Ensure future appointments for testing, neurology, follow-ups, and therapy are scheduled appropriately.

Accuracy matters. You will help ensure our patient and office information is complete, timely, and reliable.

You will:

• Enter and update patient demographics, insurance, and financial information accurately within the EHR.
• Ensure required patient paperwork is completed, signed, dated, scanned, and filed correctly.
• Maintain professional communication with attorneys, case managers, referral partners, and other external contacts as appropriate.

Procurement

The Office Manager helps protect the resources entrusted to the office.

Responsibilities include:

• Monitor office and medical supply inventory.
• Track applicable supply expiration dates and inventory needs.

Protect Our Patients & Our Standards

• Maintain patient confidentiality at all times.
• Protect PHI and follow HIPAA requirements and company protocols.
• Ensure team members follow established company policies, procedures, and required certifications.
• Support safety, compliance, and regulatory standards within the office.
• Take ownership of special projects and additional responsibilities that support the success of the organization.

What Success Looks Like

A successful Ethos Office Manager doesn't simply complete tasks.

They create an office where patients feel cared for, employees know what is expected of them, providers are supported, problems are solved quickly, details don't fall through the cracks, and the team works together toward a common purpose.

You will know you're succeeding when your office is:

Qualifications

Required

• High school diploma or equivalent
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Strong attention to detail and commitment to accuracy
• Ability to prioritize and manage multiple responsibilities in a fast-paced environment
• Professional demeanor and exceptional customer-service skills
• Comfortable using computers, electronic systems, and office technology
• Ability to lead through accountability while maintaining a supportive, team-first approach

Preferred

• Previous experience in a healthcare, medical, or clinical environment
• Experience leading teams and motivating employees toward office goals

The Person Who Will Thrive in This Role

You may be a great fit if you are someone who:

• Naturally takes ownership
• Loves helping people
• Notices details others may overlook
• Can balance compassion with accountability
• Enjoys creating organization from many moving pieces
• Doesn't wait for someone else to solve a problem
• Communicates clearly and professionally
• Can lead confidently while remaining approachable
• Enjoys developing and encouraging others
• Looks for solutions instead of focusing only on problems
• Takes pride in creating an outstanding experience for patients and teammates

At Ethos, leadership is not simply about having authority—it is about serving others, taking responsibility, creating clarity, developing people, and setting an example worth following.

We want our Managers to feel ownership of their office and pride in the environment they help create.

Your leadership can directly influence a patient's experience, an employee's development, a provider's ability to care for patients, and the organization's overall success.

That's what makes this role important—and rewarding.

Location

Schedule

Ethos Health Group offices are open:

Monday–Thursday | 7:45 AM–6:00 PM
Friday | 7:45 AM - 5:00 pm

Schedule and coverage requirements may vary based on office and operational needs.

Come Grow with Ethos

If you're looking for more than a traditional office position—and want an opportunity to lead, grow, develop others, serve patients, and make a measurable difference every day we'd love to meet you.

At Ethos Health Group, your role matters because the experience you help create matters.