Operations & Patient Experience Manager
National Wellness Group – Boca Raton, FL
Boca Raton, FL | Full-Time | In Office
About Us
National Wellness Group is a concierge functional medicine practice specializing in root-cause healing, fertility optimization, hormone health, longevity, and precision wellness.
We are looking for a highly organized, proactive, and detail-oriented Operations Manager who thrives in a fast-paced environment and genuinely enjoys creating structure, solving problems, and delivering an exceptional patient experience.
This is not a receptionist position.
This person will become the operational backbone of the practice and work directly alongside Dr. Marina Yuabova.
Position Overview
The Practice Operations Manager oversees the daily operations of the practice, ensuring that every patient receives an exceptional concierge experience while maintaining efficiency across administrative systems, patient communication, scheduling, inventory, and team coordination.
The ideal candidate enjoys taking ownership, creating systems, improving workflows, and ensuring nothing falls through the cracks.
ResponsibilitiesPatient Operations
- Oversee the complete patient journey from onboarding through program completion.
- Ensure every patient receives an exceptional concierge experience.
- Monitor patient communication through Jane, Weave, email, and text messaging.
- Coordinate appointments and follow-up schedules.
- Ensure all laboratory results, consent forms, and documents are received before appointments.
- Resolve patient concerns professionally.
Practice Operations
- Manage daily office operations.
- Improve and document office procedures (SOPs).
- Coordinate workflow among all team members.
- Track projects to completion.
- Create efficient systems that improve productivity.
- Ensure deadlines are met.
Team Management
- Supervise administrative staff.
- Hold team members accountable.
- Conduct weekly team meetings.
- Train new employees.
- Develop office protocols.
Inventory & Fulfillment
Technology & Systems
Experience with or willingness to learn:
- Cerbo EHR
- Weave
- Microsoft Office
- Google Workspace
- CRM systems
Financial Operations
- Track patient payments.
- Monitor outstanding balances.
- Coordinate memberships.
- Process invoices.
- Assist with reporting.
- Work with bookkeeping when needed.
Quality Improvement
- Identify inefficiencies.
- Recommend better systems.
- Improve patient satisfaction.
- Help scale practice operations.
- Develop automation opportunities.
Qualifications
Required:
- 5+ years of healthcare operations experience
- Leadership experience
- Exceptional organizational skills
- Outstanding written and verbal communication
- Strong computer proficiency
- Ability to multitask
- Excellent attention to detail
- High emotional intelligence
- Professional appearance and demeanor
Preferred:
- Concierge medicine
- Functional medicine
- Wellness practice
- Private medical office
- Healthcare management
Personality Traits
We are looking for someone who:
✔ Takes ownership
✔ Loves organization
✔ Is proactive
✔ Solves problems independently
✔ Thinks several steps ahead
✔ Learns quickly
✔ Enjoys improving systems
✔ Is calm under pressure
✔ Has a positive attitude
✔ Loves helping people
✔ Can anticipate the doctor's needs before being asked
Compensation
- $30-35 per hour depending on experience
- Paid vacation and 4 holidays per year
- Opportunities for advancement as the practice grows.
Pay: $30.00 - $35.00 per hour
Expected hours: 30.0 – 35.0 per week
Benefits:
Work Location: In person
