Office Manager

About Generation Wellness

Generation Wellness is a functional medicine and hormone optimization clinic in Amarillo, founded by Jennifer Soto, FNP-C. We help patients manage their health as they age through personalized care, including bioidentical hormone therapy, medical weight loss, sexual health, and aesthetics. Our mission is quality, compassionate care, and we run a small, close team where every person matters to the patient experience.

Position Summary

The Office Manager keeps the clinic running smoothly so Jennifer and the clinical team can focus on patients. You will own the front office, patient experience, scheduling flow, payments, supplies, and day-to-day administrative operations. This is a hands-on role in a busy, cash-pay practice. You will be the steady point of contact for patients, vendors, and staff. You will also support Jennifer directly, including arranging her travel. We are a small, growing clinic, so you will often see a gap before anyone names it and fill it. We expect you to use modern tools, including AI, to work faster and to improve how the clinic runs.

Schedule

In-person, full-time, 40 hours per week, 8:00 AM to 5:00 PM, Monday through Friday. Some flexibility for occasional events or after-hours needs.

Key Responsibilities

Manage Front Office and Patient Experience

• Serve as the first and last impression for patients, in person and by phone, email, and text
• Oversee scheduling, confirmations, reschedules, and no-show follow-up to keep provider schedules full
• Greet and check in patients, keep intake paperwork, consents, and patient records complete and organized
• Resolve patient questions and concerns promptly and escalate clinical questions to the right provider

Ensure Accuracy in Payments and Financial Administration

• Process patient payments, memberships, and packages in our cash-pay model; reconcile daily deposits
• Maintain accurate pricing, quotes, and treatment package information
• Track employee hours and submit accurate time reporting for payroll [QuickBooks]
• Work with our outside accounting support on invoices, vendor payments, and month-end documentation

Support Clinic Operations

• Manage inventory and supply ordering for the clinic, treatment room, and retail shelf; track expirations and reorder points
• Fulfill and ship product orders from the online shop and in-clinic retail
• Manage vendor relationships, service contracts, and equipment maintenance schedules
• Keep the clinic clean, stocked, and compliant for patient visits

Supervise Team and HR Administration

• Coordinate daily operations and cover for team members as needed, and provide day-to-day direction to front desk staff, including supervising the Patient Care Coordinator
• Support onboarding, employee files, PTO requests, and schedule coverage
• Help organize clinic events and community outreach

Establish Compliance and Systems

• Follow and help enforce HIPAA, OSHA, and clinic policies and procedures
• Maintain accurate data in our EHR and scheduling, payment, and communication systems
• Support documentation and records needed for audits, licensing, and insurance

Provide Administrative Support

• Plan and book business and professional travel, including flights, lodging, ground transportation, and conference registration
• Build itineraries, manage changes, and keep confirmations and receipts organized for expense reporting

Build Process Improvement and AI

• Identify gaps in clinic workflows and fix them or identify a solution
• Learn proficiency in AI tools critical to scaling with the industry
• Evaluate and recommend new tools, with attention to HIPAA and patient privacy: no patient information goes into any AI tool that is not approved for it

Required Qualifications

• Minimum 5 years of experience in a fast-paced office environment
• Strong customer service skills and a warm, professional phone and in-person presence
• Proven ability to manage multiple priorities, deadlines, and interruptions without dropping details
• Experience with scheduling, payment processing, and billing tasks
• Proficiency with Google Workspace or Microsoft Office; comfortable learning new software quickly
• Strong written and verbal communication
• Ability to handle confidential information with discretion
• Self-starter who spots what is missing and takes ownership without being asked
• Curious and progressive about technology, with hands-on experience using AI tools such as ChatGPT, Claude, or similar in daily work, and sound judgment about what data should never go into them

Preferred Qualifications

• Clinical, medical, or wellness practice experience
• EHR experience (DrChrono a plus)
• Familiarity with HIPAA
• Experience in a cash-pay, membership, or retail setting
• Prior supervisory or lead experience
• Experience booking and coordinating travel for an executive or owner
• Experience building automations or using AI to streamline office workflows

Physical Requirements

Ability to sit, stand, and walk for extended periods, lift up to 25 pounds, and use a computer and phone throughout the day. Reasonable accommodations available.

Compensation and Benefits

• Pay: $26 to $35 per hour, based on experience
• Paid time off
• Employee product and service discount

Equal Opportunity

Generation Wellness is an equal opportunity employer. All employment decisions are based on qualifications, merit, and business need.

How to Apply

Send your resume and a short note about why this role fits you to whitney@genwellamarillo.com. Applications accepted until November 15, 2026 or until filled. Applicants that apply solely through Indeed will not be considered.

Pay: $25.00 - $36.00 per hour

Expected hours: 40.0 – 45.0 per week

Benefits:

• Employee discount
• Paid time off

Work Location: In person

Salary : $25 - $36