Medical Office Specialist/Front Desk Specialist

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.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Required)

Experience:

• Medical Administrative Assistant: 2 years (Preferred)

Language:

• Spanish (Preferred)

License/Certification:

• Certified Medical Assistant (Preferred)

Location:

• Las Vegas, NV (Preferred)

Work Location: In person