Practice Manager / Office Manager — Functional Medicine & Wellness Clinic (Bilingual) Energy MP LLC Miami, FL Job Details Contract $66,000 - $72,000 a year 2 hours ago Benefits Health insurance 401(k) Paid time off Employee discount Qualifications Retention metrics analysis Spanish Customer communication Patient scheduling systems Team leadership Spreadsheets Customer satisfaction tracking Practice management software Performance Reporting English Metrics Reporting Administrative experience Team development Hiring Patient experience leadership Leading team collaboration initiatives Management reporting CRM system proficiency Business operations Customer satisfaction improvement Technical Proficiency Full Job Description We're looking for the person our founder can finally stop worrying about. Michelle Peiret Health is a premium wellness practice in Miami built on nutrigenomics and epigenetics — personalized nutritional protocols based on each patient's biology, plus IV therapy, intramuscular shots, and photon (infrared light) therapy. We also run a premium supplement line and a functional tea line. Our patients are paying for a high-touch, high-trust experience, and they expect it to feel that way from the first message to the follow-up call. Right now, our founder is still the operational backbone of the clinic. That's the problem we're hiring to solve. We need a Practice Manager who runs this office like it's their own business — who sees a broken process and fixes it, sees a patient waiting and handles it, sees a team member drifting and coaches them. Someone the founder can hand the keys to and walk away knowing the day will run exactly as it should. This is not a receptionist role with a better title. This is the person who owns how this clinic operates. What You'll Own 1. Team leadership and accountability Lead and develop the front desk, the patient guides ("guías"), and clinical support staff Build the daily rhythm: shift huddles, task assignment, coverage, end-of-day close Hold people to standards — clearly, fairly, and consistently — without needing to escalate every issue Recruit, onboard, and train new team members as we grow Know at any moment who is doing what, and whether it's actually getting done 2. Patient experience — the reason we exist Own response time: every inquiry, call, WhatsApp, and email answered fast, warmly, and completely Own the scheduling engine: full calendar, minimal gaps, near-zero no-shows, rescheduling handled before it becomes a cancellation Personally resolve complaints and service breakdowns — and then fix the process that caused them Track satisfaction, reviews, and retention like the business metrics they are Make every patient feel like the practice knows them 3. Operations and process Document, standardize, and continuously improve every workflow: intake, scheduling, patient communication, service delivery, follow-up, inventory Manage the physical space: supplies, product inventory, vendors, cleanliness, readiness, compliance Run the tech stack confidently (CRM, EHR, scheduling, forms, e-signature, payments, WhatsApp business tools) and be the person who learns new systems first and teaches everyone else Protect patient privacy and maintain HIPAA-compliant practices across every system and conversation 4. Administration and numbers Daily reconciliation of payments, packages, memberships, and patient accounts Track revenue by service, package utilization, and outstanding balances Support payroll, scheduling costs, vendor invoices, and expense tracking Deliver a weekly operations report to leadership — numbers, issues, and what you're doing about them Your First 90 Days Days 1-30: Learn every role in the office well enough to cover it. Map every existing process. Bring us a written list of what's broken. Days 31-60: Fix the top five. Publish documented SOPs for scheduling, patient communication, and intake. Establish daily team rhythm and weekly reporting. Days 61-90: Own the floor completely. The founder should be able to be out of the building for a week and see no drop in patient experience or revenue. Who You Are Required — this is the one we don't flex on: You have managed the day-to-day floor of a patient-facing practice — a doctor's office, dental office, wellness center, med spa, or similar clinical environment. Not retail, not a general office, not hospitality. A practice, with patients in it. You've run a room of roughly 7-10 people at once: front desk, support staff, and providers all moving at the same time, with you accountable for all of it You've owned patient-facing metrics: response time, scheduling density, wait times, complaints, and retention were yours to answer for On years: we care far less about how long than about where. If you've run that room well for two years, apply. If you've had the title for ten years but never actually managed the floor, don't.

Also required:

Fully bilingual, English and Spanish, spoken and written, at a professional level Genuinely tech-savvy: you learn new software fast and without hand-holding, and you're comfortable in CRMs, EHR/practice management systems, scheduling platforms, and spreadsheets Strong administrative and numbers discipline — you're comfortable owning reconciliation, reporting, and inventory Exceptional customer service instincts: warm with patients, calm under pressure, impossible to rattle Available on-site, full-time, in Doral/Miami What actually gets you hired: You decide. If you're blocked waiting on an answer, you find a reasonable path forward and tell us what you did. We don't want to be the bottleneck, and we don't want you to be one either. You close loops. Nothing dies in your inbox. If you said it would happen, it happened. You notice. You see the small thing that's off before it becomes a complaint. You raise the standard. You've improved a place, not just maintained it.

Preferred:

Familiarity with HIPAA requirements in daily operations Experience with a CRM, EHR, or practice management system (we use Zoho) Background supporting a founder-led business You do not need any clinical background. You will never be asked to deliver a treatment. We need someone who knows how to run an office. This Is Not the Right Role If… You need detailed instructions before you take action You prefer a role where someone else owns the outcome You're uncomfortable giving direct feedback to a teammate You want strictly predictable, low-variability days Compensation & Benefits $66,000-$72,000 per year — $5,500/month base plus a performance bonus of up to $500/month Bonus is earned monthly and tied to patient satisfaction, response time, retention, and operational accuracy — it is fully attainable, not aspirational Paid time off Employee discount on supplements, teas, and wellness services Access to our wellness protocols and treatments Direct mentorship from the founder and real growth as the practice scales How to Apply Apply through Indeed with your resume and answer this in your application message (3-5 sentences): Describe a specific process you inherited that was broken, what you changed, and the measurable result. Then tell us about a time you moved forward on something important without waiting for approval. Applications without this answer will not be reviewed. We read every one that includes it.

Pay:

$66,000.00 - $72,000.00 per year

Benefits:

401(k) Health insurance Paid time off

Work Location:

In person