Office Manager
Precision Medicine & Wellness | Jacksonville, FL | Full-Time
About Precision Medicine & Wellness
Precision Medicine & Wellness is a fee-for-service integrated wellness and aesthetic clinic offering a curated suite of services, including hormone therapy, medical weight loss, and aesthetic treatments designed to help patients look and feel their best. Our practice is a highly specialized, committed team dedicated to delivering personalized, results-driven care in an elevated, welcoming environment.
We are growing and seeking a motivated, detail-oriented Office Manager to serve as the operational backbone of our Jacksonville location.
The Role
The Office Manager is the first impression and organizational heart of our practice. You will own the day-to-day operations of the clinic, ensure an exceptional patient experience from first contact to follow-up, and lead a small front-of-house team. This role blends administrative leadership with a deep knowledge of our service offerings. You will be equally comfortable managing schedules and supervising staff as you are guiding a new patient through their care options.
Key Responsibilities
Front Office & Patient Experience
- Serve as the primary point of contact for new patient inquiries via phone, email, and online channels
- Schedule new and returning patients with accuracy and efficiency, optimizing provider availability
- Greet patients warmly, track intake paperwork, and ensure smooth check-in/check-out workflows
- Follow up with prospective patients to convert inquiries into scheduled appointments
- Maintain a clean, organized, and welcoming front-of-house environment
Operations & Administration
- Oversee the clinic's daily operational flow, proactively identifying and resolving bottlenecks. Manage the owner's calendar.
- Need to be able to support MA in their duties, not requiring certification. This is a team environment. We cross-train our team so you will also be supported.
- Manage practice management and EHR systems (experience with Aesthetic Record is a plus)
- Maintain accurate patient records, consent forms, and documentation in compliance with HIPAA
- Coordinate with the clinical team on scheduling, room readiness, and supply needs
- Manage vendor relationships and assist with inventory tracking for products and supplies
- Handle patient billing inquiries, process payments, and maintain financial records for the front office
Team Supervision
- Directly supervise and support one front-of-house team member
- Delegate tasks, provide training, and conduct regular performance check-ins
- Foster a positive, professional team culture aligned with the PMW brand and standards
Product & Service Knowledge
- Develop and maintain a thorough understanding of all PMW services, packages, memberships, and wellness programs
- Educate prospective patients on available treatments and guide them toward the appropriate consultation
- Stay current on new offerings and promotions; actively contribute to patient retention and practice growth
Qualifications
Required:
- 3+ years of office management or medical front-office experience
- Proven ability to supervise staff and manage competing priorities in a fast-paced environment
- Excellent written and verbal communication skills with a polished, professional demeanor
- Strong proficiency with scheduling software, EHR/practice management platforms, and standard office tools
- Close attention to detail and commitment to patient confidentiality (HIPAA)
- Self-starter who takes ownership and follows through independently
- Participate in the Chamber of Commerce of Jacksonville as a representative of the clinic.
Preferred:
- Experience in an aesthetic, med spa, or cash-pay wellness clinic setting
- Familiarity with Aesthetic Record or similar platforms
- Background in customer service, hospitality, or a patient-facing healthcare environment
- Exposure to wellness or aesthetic service lines (hormone therapy, weight loss, injectables, etc.)
- Open to traveling to training conferences. This is occasional - maybe 2-3 times per year. Opportunity for training, sales, and marketing. Expenses are covered by the practice.
What We Offer
- A collaborative, growth-oriented team environment led by a passionate clinical provider
- The opportunity to grow with a practice that is expanding its footprint and service offerings
- A beautiful, professional clinic setting in Jacksonville, FL
- Employee access to select PMW services and treatments
- PTO
- Quarterly Performance-Based Bonus
How to Apply
If you are a motivated, organized professional who thrives in a fast-moving clinical environment and genuinely enjoys connecting with patients, we want to hear from you. Please submit your resume and a brief cover letter describing your relevant experience and why you are the right fit for this role.
Precision Medicine & Wellness is an equal opportunity employer.
Pay: $65,000.00 - $67,000.00 per year
Benefits:
- Employee discount
- Paid time off
Work Location: In person
