Practice Manager - Patient Growth and Operations

Practice Manager — Patient Growth & Operations

Mighty River Wellness · Toluca Lake, CA · Full-time, in person
$22-25/hour

The role in one sentence

You run the front of a busy fertility and wellness acupuncture practice and keep every provider's schedule full.

About us

Mighty River Wellness is an established acupuncture and Chinese medicine practice specializing in fertility and reproductive health. Our patients are going through some of the most important months of their lives. They deserve a calm, polished, competent first impression every time they call or walk in.

Our founder is expanding the practice and will often work remotely. We need a manager who runs the office day to day, makes sound decisions without waiting to be told, and reports results clearly.

What you will own

• The schedule. Keep provider schedules full. Book every patient's next visit before they leave. Fill cancellations the same day.
• Patient retention. Spot patients who haven't rebooked, reach out within 48 hours and bring them back. Run a weekly reactivation list.
• New patient conversion. Turn calls, texts, web inquiries and doctor referrals into booked consultations. Explain treatment plans and packages with warmth and confidence.
• Weekly numbers. Report schedule fill rate, rebooking rate, new patients and reactivations to the founder every week.
• Office operations. Payments, supplies, vendors, linens and a spotless, calm clinic.
• Systems and automation. Build and improve AI workflows and automations that save the team time: reminders, rebooking follow-ups, weekly reporting and patient intake.
• Team leadership. Lead the front desk: train, support and hold part-time staff to our standards, and grow into a larger leadership role as we add providers and staff.

What you bring

• 3+ years in a medical, dental, med-spa, chiropractic, wellness or similar practice, including front-desk leadership or practice management
• Leadership ability. You have trained, coached or led a team, and you are ready to grow into a leadership role as the practice expands
• A track record of growing or maintaining a full appointment schedule. Bring numbers.
• Sales ability: you are comfortable asking for the booking and presenting treatment packages
• A polished, articulate phone presence. You speak concisely and professionally, and patients feel cared for.
• Compassion and patience. Many of our patients are anxious, overwhelmed or undecided. You listen, answer their questions, and gently guide them to a confident decision and a booked appointment, without pressure.
• Excellent written English: clear, correct, concise emails
• Sound judgment, discretion and composure under pressure
• Extremely computer literate. You learn new software in days, troubleshoot problems on your own, and are the person others come to for tech help.
• Well versed in AI workflows. You use AI tools like Claude every day, and you have built real projects and automations (for example: weekly KPI reports posted in slack, generating EOD reports using Claude)
• Open to learning new technology and excited to adopt better tools as we grow. Jane App experience is a strong plus. Comfortable with Google Workspace, Slack and ClickUp.
• Dependable attendance. We are a small team, so every shift matters.

You will thrive here if you

• Treat an empty appointment slot as a problem to solve today
• Follow up without being reminded
• See a repetitive task and immediately think, "I can automate this," then build it
• Take feedback, adjust and move on
• Read people well and know when a patient needs warmth and when they need efficiency
• Want to help build a growing practice, not just staff a desk

Schedule

approx. 32–40 hours/week. There is a weekend admin as well.

Pay

$22-25/hour depending on experience. Paid sick leave per California law.

How to apply (two steps; both required)

• Apply on Indeed with your resume. In your note, tell us (1) the fullest schedule you have kept and how you measured it, and (2) one AI workflow or automation you have built and what it saved. Start your note with the words "Full Schedule."
• Applications missing either step will not be reviewed.

Mighty River Wellness is an equal opportunity employer.

Pay: $22.00 - $25.00 per hour

Expected hours: No less than 32.0 per week

Work Location: In person