What are the responsibilities and job description for the Medical Office Manager position at Wellest Integrative Health?
Medical Office Manager – Full Time
Wellest Integrative Health | Boston, MA
Are you an organized, people-loving, detail-driven leader with a passion for healthcare and growth? Join Wellest Integrative Health—the Boston area's top pelvic health physical therapy clinic—as our Medical Office Manager and help shape the future of pelvic health care. This is a unique opportunity to blend operations, leadership, patient care coordination, marketing, and executive support in a thriving integrative practice.
About Wellest
Wellest Integrative Health is Boston’s only interdisciplinary pelvic health clinic, offering specialty pelvic floor physical therapy and in-house Nurse Practitioner services. We’re known nationally for our holistic, one-on-one treatment approach and for helping patients who have been everywhere else without finding relief. With a collaborative and compassionate team culture, we’re redefining what pelvic healthcare looks like.
The Role
As the Medical Office Manager, you'll be the linchpin of our day-to-day operations, responsible for overseeing front desk staff, supporting our clinical providers, managing the patient experience, and contributing to the growth and visibility of the practice. This position combines elements of an executive assistant, marketing coordinator, and operations manager—all with the goal of helping Wellest thrive.
Key Responsibilities
- Supervise and support front desk and administrative staff
- Manage daily clinic operations, scheduling, and provider calendars (currently 5 pelvic floor therapists and 1 NP)
- Serve as the first point of contact for patients—warm, informed, and responsive
- Ensure outstanding client communication across phone, email, and in-person channels
- Foster patient retention through thoughtful follow-ups, personalized service, and relationship-building
- Oversee new patient onboarding, ensuring clarity around pricing, expectations, and care plans
- Manage inventory and supplies
- Coordinate and execute internal and external marketing efforts (email campaigns, events, social media, Google reviews)
- Identify growth opportunities and help implement new initiatives to improve systems and expand reach
- Monitor metrics such as visit volume, patient satisfaction, and scheduling efficiency
- Support executive leadership with administrative tasks and special projects
- Maintain HIPAA-compliant records and financial reconciliation, including payments and billing workflows
You’re a Fit If You:
- Are energized by people and love building meaningful relationships
- Thrive in a fast-paced environment with changing priorities
- Are highly organized, accountable, and calm under pressure
- Communicate clearly and warmly—both in writing and on the phone
- Are tech-savvy and comfortable learning new systems
- Enjoy creative marketing and can write or design (Canva/Instagram/Facebook a big plus)
- Are passionate about helping others and motivated by meaningful work
- Are self-motivated, coachable, and committed to professional growth
- Have some understanding of pelvic health or are eager to learn
Requirements
- 1 years of customer service experience (healthcare reception or admin preferred)
- Experience in team leadership or management strongly preferred
- Familiarity with Google Suite, Microsoft Office, FloDesk, Asana, Canva, Wix, ; EHR experience is a plus (we use Jane App)
- Strong interpersonal, organizational, and problem-solving skills
- Bachelor’s degree preferred (but not required)
- Must be available Monday–Friday, 7:30am–5pm (in-person only)
Compensation & Benefits
- Full-time, 40 hours/week
- Competitive pay based on experience
- Opportunity for growth and leadership within a mission-driven, innovative company
- A caring, supportive team that values joy, excellence, and integrity
- Regular team events and professional development opportunities
To Apply:
To be considered, you must complete this application form and send both your resume and a detailed cover letter to melissa@wellesthealth.com. Your cover letter should demonstrate that you've explored our website and understand our mission. Applications that do not include both the form and email submission will not be considered.