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Medical Office Specialist / Front Desk Specialist
Benefits:
- 401(k)
- 401(k) matching
- Bonus based on performance
- Company parties
- Competitive salary
- Health insurance
- Opportunity for advancement
- Paid time off
- Training & development
WHO WE ARE
Cellaxys is a cash-based regenerative medicine practice specializing in innovative, non-surgical treatment solutions designed to help patients restore function and improve quality of life. Our mission is to replace 100,000 surgical procedures with stem cell therapies over the next three years, offering patients effective, minimally invasive alternatives to surgery.
We are committed to delivering a premium, concierge-style patient experience in a professional and highly specialized clinical environment. Because we are a self-pay practice, our front office team plays a critical role in patient education, financial transparency, and seamless coordination of care.
POSITION SUMMARY
The Medical Office Specialist manages both the check-in and check-out processes to ensure a smooth, welcoming, and high-level patient experience. This role serves as the first and last point of contact for patients and is responsible for front-office coordination, scheduling, documentation accuracy, payment collection, procedure preparation, and assisting with in-clinic marketing initiatives.
Success in this role requires a strong understanding and ownership of the patient journey — from initial inquiry through treatment follow-up — ensuring that each patient receives consistent, high-touch care and successfully completes their treatment plan. Regenerative medicine experience is required. Experience in a cash-based practice is strongly preferred.
WHAT YOU WILL DO
Patient Experience & Front Desk Operations
Greet patients promptly with professionalism and warmth- Verify and update demographic information in the EHR
Ensure all required intake and consent forms are completed
Notify clinical staff of patient arrival
Maintain a clean, organized, high-end lobby environment
Open and close the front lobby daily
Scheduling & Care Coordination
Schedule new patient consultations and follow-up visits- Coordinate procedure appointments and treatment plans
Review provider notes to confirm next steps
Communicate treatment timelines clearly with patients
Support patient flow in a high-touch, concierge-style setting
Understand and actively own the patient journey, ensuring follow-through at every touchpoint
Financial Coordination (Cash-Based Practice)
Clearly explain self-pay pricing and payment expectations- Collect and process payments accurately
Provide receipts and documentation as needed
Maintain transparency and professionalism when discussing fees
Administrative & Clinical Support
Scan and upload documentation into eClinicalWorks (eCW)- Prepare procedure paperwork and consent forms
Update Salesforce and Leading Reach daily
Process incoming mail and administrative correspondence
Restock refreshments and maintain front-office presentation
Assist the marketing team with in-clinic initiatives and promotions
Compliance & Professional Standards
Maintain strict HIPAA compliance- Facilitate communication between patients and clinical team
Uphold company mission, values, and service standards
Perform additional duties as assigned by the Practice Manager
REQUIRED QUALIFICATIONS
High School Diploma or equivalent- Minimum 1 year experience in a medical office setting
Regenerative medicine experience (required)
Experience in a cash-based or self-pay practice (preferred)
Familiarity with medical terminology and HIPAA regulations
Experience with eClinicalWorks (preferred)
Strong communication and patient service skills
Detail-oriented with the ability to multitask
Professional demeanor and punctuality
Bilingual skills are a plus
WORK ENVIRONMENT & PHYSICAL REQUIREMENTS
Professional regenerative medicine office setting- High level of patient interaction
Prolonged sitting and computer use
Light lifting up to 20 lbs
WHY JOIN CELLAXYS?
Be part of a cutting-edge regenerative medicine practice- Work in a premium, patient-focused environment
Contribute to innovative, non-surgical treatment solutions
Assist in marketing initiatives to enhance patient engagement
Join a team that values professionalism, accountability, and growth
Cellaxys is an equal opportunity employer. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
If you have regenerative medicine experience, thrive in a cash-based, patient-focused practice, and are committed to owning the patient journey from start to finish, we encourage you to apply today.
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