Clinic Administrative Manager and Executive Assistant

About Health Lab

Health Lab Physical Therapy and Fitness prioritizes the highest quality patient care and rehab outcomes in a true fitness facility. We help clients manage injuries, restore function, build strength, and improve their overall health.

Our clinic is different from many traditional PT clinics. We are located inside a gym, not a strip mall. The energy is high, the care is personal, and our model is not based on high-volume treatment. We are a high-quality, high-focus clinic that values excellent outcomes, employee satisfaction, and a strong team culture.

At Health Lab we believe in helping people learn and utilize the Pillars of Health. These include Exercise, Nutrition, Sleep, and Stress Management/Mental Health. We are looking for someone who has a good relationship with these pillars and can be a healthy, positive role model for patients and the team.

Position Overview

Health Lab Physical Therapy and Fitness is a growing physical therapy and fitness-based rehab clinic in Palmer, Alaska. We are looking for an exceptional Clinic Administrative Manager & Executive Assistant to help manage the administrative side of the clinic, maximize the owner's time, improve systems, and help us continue delivering the highest quality patient care.

This is not a basic front desk position. We are looking for someone who can take ownership, solve problems, manage details, improve efficiency, and help build the systems that allow our clinic to grow.

The right person will be organized, independent, quality-driven, efficient, and excited to be part of a health-focused business that helps people improve not just their injuries, but their overall health.

What You'll Do

· Answer phone calls and help patients schedule appointments

· Manage faxes and incoming documentation

· Track referrals from start to finish

· Help manage prior authorizations

· Monitor clinic email and routine patient communication

· Use our integrated phone system and EMR

· Help optimize our Google Business Profile

· Request, track, and respond to Google reviews

· Help with website updates and online presence

· Support the owner with project tracking, calendar/email management, and follow-through

· Help keep the owner focused on patient care, business development, and high-level growth

· Create and improve SOPs for referral tracking, authorization workflows, phone system management, review generation, and other clinic systems

· Identify problems and help create better processes

· Help the clinic become more organized, efficient, and proactive

Some patient-facing interaction is ideal. We want patients to know and trust the person they speak with when they call.

Who We're Looking For

· Takes ownership without needing constant reminders

· Cares deeply about quality

· Is efficient without cutting corners

· Can manage multiple tasks throughout the day

· Communicates clearly and professionally

· Is warm, personable, and enjoyable to work with

· Can work independently after training

· Is comfortable learning new software and systems

· Recognizes problems and helps solve them

· Can balance recurring admin tasks with project-based work

· Is comfortable holding the owner accountable to priorities

· Is excited about health, fitness, personal responsibility, and helping people do the same

· Wants to grow with the business over time

Experience in healthcare, physical therapy, referrals, prior authorizations, or medical administration is helpful but not mandatory. We are willing to train the right person if they are highly organized, independent, and capable.

What Success Looks Like

In the first 90 days, success would look like:

· Phone calls, faxes, referrals, authorizations, and routine emails are being handled reliably

· The owner is no longer spending 2+ hours per day on basic clinic management tasks

· Referral and authorization tracking is organized, visible, and communicated

· Patients are receiving timely, professional communication

· Core workflows are being documented into simple SOPs

· The clinic feels more organized and proactive

· The owner has more time for patient care, business development, and growth

Growth Opportunity

This role has significant long-term growth potential.

For the right person, this could grow into a larger operations role within Health Lab. Over time, this person could take over major administrative and operational responsibilities, help build systems, and potentially hire and manage their own support staff as the clinic grows.

We are open to a mid-level candidate with strong growth potential or a very experienced candidate who can bring significant independence from day one. The less training required, the more valuable the role becomes to us.

Schedule

This is a near full-time, building to a full time position; 30-40 hours per week.

We need coverage during core business hours, especially between 8:30 AM and 4:30 PM, when phones and clinic communication are busiest. In-person presence is required most days, so the team and patients know who you are, and you are easy to reach. Partial remote work may be available for online work, project work, and basic admin tasks once trained.

Compensation

Starting pay is $25-$35/hour, depending on experience, ability, and fit. Increases will be based on performance.

We are willing to pay above average for the right person. Compensation can grow over time if the person proves their value through independence, quality, responsibility, and measurable improvement in clinic operations.

Benefits and compensation structure may be flexible based on the candidate's goals and role structure. Options may include PTO, paid holidays, health stipend, performance bonuses, or other arrangements depending on fit.

A 90-day review will be included, with the opportunity for increased compensation based on performance.

Pay: $25.00 - $35.00 per hour

Benefits:

Flexible schedule
Work Location: In person