Clinical Office Manager

Job Title: Clinical Office Manager

Location: Dallas, Texas

Employment Type: Full-Time, maximum 40 hours/week

Reports To: Clinic Director

About Us

Regen Wellness is a functional medicine clinic dedicated to providing personalized, root-cause-focused healthcare. We take a whole-person approach to wellness, blending modern diagnostics with integrative therapies to help patients achieve optimal health.

Position Overview

We are seeking an experienced, highly organized Clinic Office Manager/MA to oversee day-to-day office operations at our functional medicine clinic.

In this hybrid role, you will act as the operational backbone of our office while providing crucial clinical support to our medical team.

Key ResponsibilitiesClinic Operations

• Oversee smooth daily clinic operations, including front office workflows, scheduling, and patient communications.
• Manage administrative tasks including supply ordering, vendor management, and maintenance coordination.
• Ensure and enforce adherence to clinic policies, compliance protocols (e.g., HIPAA), SOPs, and documentation standards.
• Identify inefficiencies with systems, operational flow, or SOPs.

Clinical and Provider Treatment Support

• Support the medical team with daily patient care and visit preparation.
• Room patients, confirm visit reason, and medical history, medications, and allergies for provider review.
• Obtain and record accurate vital signs, immediately reporting abnormal readings, new symptoms, or adverse reactions to a licensed clinician
• Clean, disinfect, and prepare treatment rooms, supplies, and equipment.
• Safely administer and document ordered IM and subcutaneous injections per standing orders.

Team Management and Administrative Support

• Supervise front desk and administrative staff, including scheduling, performance feedback, and support.
• Assist with hiring, onboarding, and training of new team members.
• Promote a positive, team-oriented work culture and support ongoing professional development.
• Assist with patient communication and checking in and out process, confirmations, i.e

Patient Care Coordination and Financials

• Serve as a key liaison for patient questions and concerns.
• Support patient onboarding, intake, scheduling, and follow-up coordination.
• Maintain a warm, welcoming environment and uphold high standards of customer service.
• Relay provider-approved instructions and educational materials to patients without independently interpreting results or offering medical advice.
• Coordinate follow-up appointments, laboratory appointments, referrals, and outstanding records.
• Track patient messages and pending tasks to help ensure timely follow-through.
• Manage patient invoicing, copay collections, accounts payable, and resolve basic patient account or billing issues.

EHR & Compliance

• Serve as the primary administrator for the Electronic Medical Records (EMR) and Practice Management (PM) software, troubleshooting basic tech issues.
• Serve as the practice’s primary compliance officer, ensuring strict adherence to HIPAA privacy laws, OSHA safety standards, and local healthcare regulations.

Education & Certifications

• Associate's degree required, bachelor's preferred.
• Completion of a medical assistant training program (CMA, RMA, CCMA, CNA, or RDA) or equivalent relevant clinical experience.
• BLS certification required.

Experience & Skills

• 2 years of administrative or office management experience in a medical setting.
• 2 years of medical assisting experience is preferred.
• Strong leadership, organizational, and multitasking abilities.
• Proficiency in using EMR systems for managing patient data and communications.
• Comfortable using office productivity tools such as Google Workspace.
• Excellent verbal and written communication skills.
• Knowledge of HIPAA and healthcare compliance.
• Knowledge of functional, integrative, holistic medicine preferred.
• Experience taking vital signs.
• Experience administering IM and subcutaneous injections.
• Ability to work respectfully with patients from diverse backgrounds.

Benefits

• Competitive salary based on education and experience
• Paid holidays and PTO
• Discounts or complimentary access to clinic services and supplements
• Opportunities for continued education in functional medicine, wellness, and medical administration
• Opportunities for advancement and growth within the company

Responsibilities may evolve with clinic needs, with appropriate notice and discussion. Clinical duties remain subject to applicable law, documented competency, and appropriate delegation and supervision.

Equal Opportunity Employer Statement

Regen Wellness is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, or any other status protected by applicable federal, state, or local laws.

Pay: $25.00 - $32.00 per hour

Expected hours: 40.0 per week

Benefits:

• Employee discount
• Paid time off
• Professional development assistance

Application Question(s):

• This is a hybrid role requiring both operational management and direct patient care. How many years of experience do you have performing both administrative/office management duties and clinical tasks (such as taking vitals and administering IM/SQ injections)?
• Do you hold an active BLS certification AND a Medical Assistant credential (e.g., CMA, RMA, CCMA) or equivalent clinical training/certification?
• Do you have experience or a strong interest working in a functional, integrative, or holistic medicine setting? Briefly describe your familiarity with this approach.

Education:

• Associate (Preferred)

Experience:

• Supervising: 2 years (Preferred)
• medical assistant or equivalent: 2 years (Preferred)

License/Certification:

• BLS Certification (Preferred)

Ability to Commute:

• Dallas, TX 75214 (Preferred)

Work Location: In person

Salary : $25 - $32