Practice Administrator Job at Chief of Staff KC, Gladstone, MO

OEloUEo1bmQ4dGEvYmxIVC9WWlRvOUFSN2c9PQ==
  • Chief of Staff KC
  • Gladstone, MO

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

Remote job,

Similar Jobs

Premium Retail Services

Merchandiser, Retail Cov - RCM Job at Premium Retail Services

Our Dedicated Retail Coverage Teams represent major brands within major grocery store chains by driving product availability. Your merchandising activities will connect customers with the brands they love. Flexible schedules and no weekend work. Learn more about... 

Kelly Professional & Industrial

Heating, Ventilation, and Air Conditioning Manager Job at Kelly Professional & Industrial

 ...professional services company, is looking for a Chiller Services Manager in North Central New Jersey. This is a direct hire role...  ...Ideal Qualifications: Already in a union Five+ years of HVAC experience and three+ years with Chillers HVAC license, EPA certification... 

The Choice, Inc.

Executive Assistant Job at The Choice, Inc.

 ...position Job Title: Executive Assistant and Office Coordinator Location: Washington, D.C. (In-Person Monday-Thursday, Fridays are remote) Salary: 85,000-95,000 The Choice is seeking an experienced executive assistant for our client- a nonpartisan, policy... 

Korn Ferry

UPS Field Technician Job at Korn Ferry

 ...available! Compensation: $90,000-100,000 OTE (1st year), $130,000+ OTE (2nd & 3rd years.) What You Will Do: Responsible for installation, commissioning, maintaining, repairing and providing emergency support on Batteries, Chargers, Inverters, Static Switches, and... 

Cassia

RN Quality Improvement Nurse Job at Cassia

 ...friendly team at Park View Care Center as a RN Quality Improvement Nurse! We are seeking...  ...employer match ~ Healthcare, dental, health savings, vision, life, disability, & flex...  ...with free confidential counseling/coaching for self and family members About Us...