Job Description

Daily / Ongoing Tasks

• Monitor and respond to emails and texts (AM & PM); send daily update to Owner.
• Ensure office cleanliness and organization at opening, throughout the day, and at closing.
• Confirm all daily staff responsibilities are complete; secure office at closing (doors locked, alarm set).
• Stock and organize merchandise, supplements, and products.
• Provide front desk support as needed (phones, appointments, forms, check-in, invoicing, general questions).
• Address equipment, retail, and consumable issues (warranties, replacements, incidents).
• Open and distribute mail.
• Communicate operational updates to Staff Manager.
• Assist with IT, phone, music, and internet issues.

Weekly Tasks

• Inventory management: update supply sheets, place orders (supplies, retail, consumables) every Monday or as needed.
• Maintain and update EMR (schedules, pricing, services, packages, staff profiles).
• Ensure retail items are updated in the Practice Management System.
• Manage memberships and related promos.
• Provide deposit and credit card receipts to CFO.
• Review and respond to charitable donation requests.

Monthly Tasks

• Verify use of rebates, coupons, and codes.
• Review and ensure membership payments are processed.
• Set up monthly promotional texts and phone messages.
• Conduct financial audits; review findings with Owner, Manager, and CFO.
• Review lab invoices and follow up on unpaid patient charges.
• Attend monthly staff meetings; assist with agenda.
• Update internal forms (brochures, protocols, price/order sheets).
• Edit marketing materials and newsletters.
• Notify the website team of staff or content changes.

Quarterly Tasks

• Help prepare for and attend quarterly staff meetings.
• Plan and coordinate internal/external events: block provider schedules, coordinate with vendors, prepare promotional content.
• Assist virtual assistants with spreadsheets and accuracy checks.
• Ensure all online orders and repeat purchases are fulfilled within 48 business hours.
• Coordinate training materials and product/sample requests from vendors.
• Ensure OSHA compliance (e.g., fire extinguishers, ADA requirements).

Annual Tasks

• Maintain up-to-date licenses for staff
• Edit and update Employee Handbook and Service Menu.
• Assist with malpractice documentation and renewals.
• Request promotional samples and staff training materials from reps.
• Coordinate updates to pricing and appointment types with Owner.

Job Tags

Similar Jobs