Wellness Office Manager

Banner House at T Bar M; Dallas (TX); On-site; USD 60,000 - 75,000; Full time

Job summary

Banner House in Dallas, TX seeks a Wellness Office Manager to oversee daily administrative and operational functions of the Banner Wellness Center, delivering high-quality women’s wellness services and coordinating front desk, scheduling, and staff.

You will ensure HIPAA compliance, manage provider coordination, billing support, and facility maintenance, while leading a team to deliver an exceptional patient and member experience.

Qualifications

• 3–5 years of office management or administrative leadership experience.
• Experience in a chiropractic office, medical practice, wellness center, physical therapy clinic, or healthcare environment preferred.
• Strong organizational and leadership skills.
• Excellent verbal and written communication abilities.

Responsibilities

• Oversee the daily operations of the Banner Wellness Center to ensure efficient workflows and exceptional service.
• Coordinate appointment scheduling and patient flow to maximize provider productivity and minimize wait times.
• Supervise front desk and administrative staff.
• Assist with recruiting, onboarding, training, and scheduling employees.
• Process daily financial transactions, deposits, and payment reconciliations.
• Ensure HIPAA, OSHA, and all applicable healthcare regulations are followed.
• Manage relationships with vendors, suppliers, and service providers.

Job description

About The Role

The Wellness Office Manager at Banner House is responsible for overseeing the daily administrative and operational functions of the Banner Wellness Center, ensuring an exceptional experience for club members and guests while supporting the delivery of high-quality women’s wellness, sports medicine, chiropractic, physical therapy, and longevity medicine. This role manages front desk operations, scheduling, patient flow, staff coordination, financial administration, and facility operations to maintain an efficient, organized, and welcoming environment. The Wellness Office Manager partners closely with providers and club leadership to optimize operations, enhance the patient experience, and ensure compliance with company policies and healthcare regulations.

What You’ll Do

Operations Management

• Oversee the daily operations of the Banner Wellness Center to ensure efficient workflows and exceptional service.
• Coordinate appointment scheduling and patient flow to maximize provider productivity and minimize wait times.
• Ensure treatment rooms, reception areas, and common spaces are clean, organized, fully stocked, and prepared for daily operations.
• Open and close the Wellness Center in accordance with established procedures.
• Coordinate facility maintenance and equipment repairs as needed.
• Maintain inventory of medical, wellness, office, and retail supplies while controlling costs.

Patient & Member Experience

• Deliver an exceptional hospitality-focused experience for every member and guest.
• Serve as the primary point of contact for patient questions, scheduling needs, and service concerns.
• Resolve patient concerns promptly and professionally while maintaining a high level of confidentiality.
• Ensure smooth check-in and check-out processes.
• Foster strong relationships with club members through professional, personalized service.

Team Leadership

• Supervise front desk and administrative staff.
• Assist with recruiting, onboarding, training, and scheduling employees.
• Provide coaching, performance feedback, and ongoing development to team members.
• Lead daily team meetings to communicate priorities and operational updates.
• Promote a collaborative, positive, and service-oriented work environment.

Financial & Administrative Responsibilities

• Process daily financial transactions, deposits, and payment reconciliations.
• Assist with billing, invoicing, payment collection, and accounts receivable with the support of Billing Director and Supervisor to assist.
• Verify insurance information and coordinate benefit verification when applicable.
• Prepare daily, weekly, and monthly operational and financial reports.
• Monitor office expenses and assist with budgeting.
• Support payroll administration by reviewing employee time records for accuracy.
• Maintain accurate patient records and administrative documentation.

Compliance & Quality Assurance

• Ensure compliance with HIPAA, OSHA, and all applicable healthcare regulations.
• Maintain confidentiality of patient and employee information.
• Ensure adherence to company policies, clinical protocols, and operational procedures.
• Support audits, inspections, and quality improvement initiatives.
• Assist with implementing new systems, technology, and process improvements.

Vendor & Facility Management

• Manage relationships with vendors, suppliers, and service providers.
• Coordinate equipment servicing and preventative maintenance.
• Ensure timely ordering and replenishment of office and clinical supplies.
• Maintain organized office records, licenses, permits, and operational documentation.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or a related field preferred.
• Minimum of 3–5 years of office management or administrative leadership experience.
• Previous experience in a chiropractic office, medical practice, wellness center, physical therapy clinic, or healthcare environment preferred. Multidiscipline clinic is a plus.
• Experience supervising administrative or front desk staff.
• Strong organizational, leadership, and problem-solving skills.
• Excellent verbal and written communication abilities.
• Proficiency with Microsoft Office Suite, Dropbox, scheduling software, electronic health records (EHR/EMR), and point-of-sale systems.