Office Manager

Job Description

Job Description

Clinic Operations Manager – Integrative Wellness Center  

RISE Regenerative Medicine (Seattle, WA)  

We're looking for someone extraordinary to become the heartbeat of our integrative wellness clinic. This isn't a role for someone who simply follows checklists—we're looking for someone who sees a broken ceiling fixture and thinks, “I got this,” instead of, “Not my job.” 

We need someone who can research and implement new systems independently, remembers meaningful details about patients' lives, and brings both warmth and competence to every interaction. 

This is a rare opportunity to run a boutique wellness practice with true autonomy. You'll serve as the operational backbone for two wellness providers, managing everything from complex scheduling and billing to lab processing and our unique Hyperbaric Oxygen Therapy (HBOT) Program. 

You'll thrive on variety, enjoy solving problems creatively, and find genuine joy in creating community through wellness. 

If you're someone who anticipates needs before they arise, naturally optimizes systems, and makes everyone feel genuinely cared for—we'd love to meet you. 

For the right person, this role also offers significant room for growth. As RISE expands, you’ll have the opportunity to advance into a Multi-Clinic Manager position, helping oversee operations and teams across multiple locations. 

Who We Are  

RISE Regenerative Medicine is a boutique integrative wellness clinic in Lower Queen Anne, Seattle, where naturopathic medicine meets genuine community. We're not your typical medical office—we're a place where providers truly collaborate, patients walk to appointments from their neighborhood, and every team member knows patients by name and story. 

What You'll Be Doing  

The Clinic Operations Manager owns the day-to-day operational excellence of RISE. You will manage the patient experience, clinic scheduling, treatment coordination, collections, inventory, laboratory processes, office readiness, and administrative follow-through.

You will be trusted to solve everyday operational problems independently, bring forward solutions, and improve systems when you notice recurring inefficiencies. You will also support RISE’s social media presence by helping create, coordinate, and publish engaging clinic content.

This role is ideal for someone who combines operational maturity with professional warmth—someone who can build genuine relationships with patients while confidently upholding clinic policies, maintaining high standards, and keeping every detail moving forward.

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Essential Functions  

Patient Experience and Scheduling

• Create a warm, attentive, and personalized experience for every patient.
• Manage scheduling, check-in, checkout, and patient communication for two providers.
• Proactively follow up with patients, fill openings, and ensure appropriate appointments are booked.
• Respond promptly to calls, emails, text messages, and patient questions.
• Identify appropriate opportunities to request testimonials and referrals.

Treatment Operations

• Manage the daily HBOT program, including screening, scheduling, patient preparation, rooming, monitoring, cleaning, and resetting. Full certification will be provided.
• Coordinate XERF treatments, including preparation instructions, patient photos, rooming, inventory, and room resets.
• Ensure treatment rooms are consistently clean, stocked, safe, and ready.

Financial and Administrative Operations

• Create invoices and superbills and process payments through Charm and Vagaro.
• Uphold payment and cancellation policies, escalating exceptions when necessary.
• Maintain accurate EHR records and patient documentation.
• Manage laboratory processes and peptide orders from ordering through billing, tracking, and patient follow-up.

Inventory and Clinic Operations

• Monitor, order, and restock supplements, medical supplies, and office inventory.
• Oversee opening and closing procedures and maintain a clean, welcoming clinic.
• Coordinate routine maintenance, vendors, licenses, and renewals.
• Anticipate operational needs and address routine issues before they affect patients or providers.

Systems and Social Media

• Improve workflows, checklists, and systems while ensuring established procedures are followed.
• Track agreed-upon clinic KPIs and bring useful observations to the providers.
• Help maintain RISE’s social media presence by capturing content and assisting with creating, scheduling, and publishing posts.
• Ensure social media content reflects RISE’s personality, services, and integrative wellness mission.

Education, Experience, and Skills Required  

• Three or more years of experience in clinic operations, medical office management, healthcare administration, or a similarly high-touch service environment.
• Proven ability to independently manage daily operations, improve systems, and balance competing priorities.
• Strong patient or client-facing experience, including handling payments, policies, and difficult conversations professionally.
• Experience creating or coordinating social media content for a clinic, wellness brand, or small business.
• Excellent communication, organization, judgment, and follow-through.
• Comfort learning and operating treatment equipment, including HBOT.
• Experience with EHR platforms, particularly Charm, is preferred.
• Genuine interest in integrative wellness and a history of professional reliability and longevity.

Compensation & Benefits  

• $70,000–$85,000 (depending on experience) 
• Clear growth potential into a Multi-Clinic Manager role as RISE expands. 
• $400/month health insurance credit. 
• 3% employer match for 401(k). 
• Two weeks of paid vacation plus accrued sick leave. 
• Four complimentary naturopathic visits each year. 
• Employee discount on nutritional supplements. 
• Garage parking included. 
• Full-time, on-site (40 hours/week), Monday–Thursday, 9:00 AM–7:00 PM. 

Why You'll Love Working Here  

You'll be part of a close-knit, collaborative clinic where your work directly supports patients' well-being. Every day offers variety, meaningful connections, and the opportunity to make a lasting impact. You'll work closely with providers who value teamwork, patient care, and trust you to work both collaboratively and autonomously. 

How to Apply  

• Please share an updated resume 
• Along with your resume, send either a cover letter or a short video introduction (2–3 minutes). Please tell us:  

1. What specifically excites you about owning the daily operations of a growing integrative wellness clinic?

2. Tell us about a time you identified and solved a problem with minimal direction. What did you do, and what was the result? 

3.Why are you drawn to integrative or holistic wellness? 

We have a formal recruiting process and have a relationship with Zephyr Connects LLC, whom we use for the screening and hiring process. If you are selected for the next step you will get instructions from Ben within 3 days of your submission. Everyone will be contacted. 

The RISE Collective provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, The RISE Collective complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 

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