Office Coordinator

Ethos Health Group LLC; Gainesville (FL); On-site; USD 42,000 - 66,000; Full time

Job summary

Ethos Health Group LLC is seeking an Office Manager to lead the daily administrative and operational functions of a Gainesville healthcare office. You will create a welcoming environment, oversee patient check-in/out, and ensure accurate documentation and scheduling.

Key responsibilities include training staff, improving processes, safeguarding PHI, and maintaining compliance. The role emphasizes accountability, hospitality, and efficiency to support providers and patients alike.

Qualifications

• High school diploma or equivalent is required.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy.
• Ability to manage multiple responsibilities in a fast-paced environment.
• Professional demeanor with customer-service focus.
• Comfort with computers and office technology.
• Lead through accountability while supporting the team.

Responsibilities

• Lead daily operations of the office and patient flow.
• Oversee front desk check-in/out and communications.
• Maintain accurate patient records and documentation.
• Coordinate scheduling and follow-up appointments.
• Ensure HIPAA compliance and patient confidentiality.
• Train and mentor staff and promote teamwork.
• Protect resources and ensure office standards are met.

Skills

High school diploma

Organizational skills

Communication skills

Attention to detail

Multitasking

Customer-service skills

Computer literacy

Leadership ability

Education

High school diploma or equivalent

Tools

Office software

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.

Schedule

Ethos Health Group offices are open:

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

Based in our Gainesville, FlOffice.

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 would love to meet you.

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