Job Details

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.