Medical Office Specialist Front Desk Specialist

Benefits:401(k)401(k) matchingBonus based on performanceCompany partiesCompetitive salaryHealth insuranceOpportunity for advancementPaid time offTraining & developmentWHO WE ARECellaxys 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 SUMMARYThe 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 DOPatient Experience & Front Desk OperationsGreet patients promptly with professionalism and warmthVerify and update demographic information in the EHREnsure all required intake and consent forms are completedNotify clinical staff of patient arrivalMaintain a clean, organized, high-end lobby environmentOpen and close the front lobby dailyScheduling & Care CoordinationSchedule new patient consultations and follow-up visitsCoordinate procedure appointments and treatment plansReview provider notes to confirm next stepsCommunicate treatment timelines clearly with patientsSupport patient flow in a high-touch, concierge-style settingUnderstand and actively own the patient journey, ensuring follow-through at every touchpointFinancial Coordination (Cash-Based Practice)Clearly explain self-pay pricing and payment expectationsCollect and process payments accuratelyProvide receipts and documentation as neededMaintain transparency and professionalism when discussing feesAdministrative & Clinical SupportScan and upload documentation into eClinicalWorks (eCW)Prepare procedure paperwork and consent formsUpdate Salesforce and Leading Reach dailyProcess incoming mail and administrative correspondenceRestock refreshments and maintain front-office presentationAssist the marketing team with in-clinic initiatives and promotionsCompliance & Professional StandardsMaintain strict HIPAA complianceFacilitate communication between patients and clinical teamUphold company mission, values, and service standardsPerform additional duties as assigned by the Practice ManagerREQUIRED QUALIFICATIONSHigh School Diploma or equivalentMinimum 1 year experience in a medical office settingRegenerative medicine experience (required)Experience in a cash-based or self-pay practice (preferred)Familiarity with medical terminology and HIPAA regulationsExperience with eClinicalWorks (preferred)Strong communication and patient service skillsDetail-oriented with the ability to multitaskProfessional demeanor and punctualityBilingual skills are a plusWORK ENVIRONMENT & PHYSICAL REQUIREMENTSProfessional regenerative medicine office settingHigh level of patient interactionProlonged sitting and computer useLight lifting up to 20 lbsWHY JOIN CELLAXYS?Be part of a cutting-edge regenerative medicine practiceWork in a premium, patient-focused environmentContribute to innovative, non-surgical treatment solutionsAssist in marketing initiatives to enhance patient engagementJoin a team that values professionalism, accountability, and growthCellaxys 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.