Clinic Operations Manager and Front Desk Lead Glow Natural Health Center | Seattle, WA

Following a fire that displaced our Madison Valley clinic, we are entering an exciting new chapter as we prepare to open our new permanent home. As we rebuild and grow, we are looking for an experienced, proactive Clinic Operations Manager to help lead our team, oversee day-to-day operations, and create a consistent, supportive experience for both patients and staff across our Cherry Hill (new!!) and West Seattle locations and remotely for our Ballard office.

This is an opportunity for someone who enjoys bringing order to complexity, supporting people, building strong systems, and making a meaningful contribution to a healthcare practice with a long history in the community.

The opportunity

We are looking for a hands-on leader who can take ownership of daily clinic operations and serve as a trusted partner to the owner. You will primarily work the front desk and oversee operations at our Cherry Hill location, with scheduled support and oversight at our West Seattle clinic.

You will be responsible for ensuring that our front desk and provider teams are well trained, our clinics run smoothly, operational issues are addressed proactively, and our systems support the needs of our practitioners and patients.

We need someone who likes to wear lots of hats and doesn’t simply identify problems, but takes initiative to solve them, follows through, and knows when a decision needs to be escalated.

What you’ll do

Lead and support our front desk teams, interface with providers

• Supervise, train, and support front desk staff across both locations.
• Coordinate staffing schedules, coverage, onboarding, and ongoing training.
• Establish clear expectations and help team members develop the skills and confidence to succeed.
• Foster a professional, collaborative, patient-centered work environment.
• Address staff questions, operational challenges, and patient concerns with sound judgment and discretion.

Balancing Front Desk and Management Responsibilities

This role includes scheduled front desk shifts, during which you will perform the daily responsibilities of patient reception, scheduling, phone and message management, checkout, and other administrative tasks. You will lead by example, model excellent patient service, and help maintain a welcoming and organized clinic environment.

You will also have designated administrative hours to focus on operational oversight, staff training, documentation, process improvement, and follow-through on clinic priorities. These hours are an essential part of the position and are intended to ensure that operational responsibilities receive consistent attention rather than being addressed only when time allows.

While flexibility and occasional front desk coverage are important, the expectation is that you will balance immediate clinic needs with longer-term operational responsibilities, communicating proactively when competing priorities require a decision.

• Serve as front desk at our Cherry Hill office. Must be able to handle a fast paced environment, be familiar with insurance and billing, customer service, able to multi task.
• Should be comfortable with EHR systems, team communication, email, phones, faxing, scanning, uploading documents, and general computer troubleshooting/problem-solving.
• Knowledge of medical billing preferred.
• Check patients in with a professional, courteous attitude.
• Answer and manage multiple phone lines.
• Schedule patients for appointments in Jane App and CharmEHR. Multiple rooms and modalities.
• Confirm patient insurance eligibility and/or benefits using One Health Port and Availity
• Request Pre-authorizations from insurance companies
• Distribute new patient paperwork and make sure it is filled out correctly.
• Fax, upload and print documents.
• Verify and input patient information into computer.
• Understand and be able to describe our services to patients.
• Keep all patient information confidential according to HIPAA standards.
• Maintain front desk and waiting room appearance. Light cleaning.
• Collect money for services and balances
• Ordering and stocking of our dispensary and sheets/ towels.
• Understand and uphold cleanliness and disinfection standards.
• Comfortable with virtual trainings and meetings through Zoom.

Own day-to-day clinic operations

• Ensure clinics are adequately staffed, organized, and operating smoothly.
• Oversee front desk workflows, patient scheduling processes, and daily administrative procedures.
• Help maintain consistent standards and a welcoming patient experience across locations.
• Troubleshoot operational issues and take responsibility for follow-through.
• Coordinate clinic logistics, supplies, inventory processes, and facility-related needs.

Build and maintain effective systems

• Develop, document, and maintain standard operating procedures.
• Identify workflow gaps and implement practical improvements.
• Maintain clear communication systems and ensure important tasks don’t fall through the cracks.
• Monitor outstanding operational priorities and keep projects moving forward.
• Help create scalable systems that support the continued growth of the practice.

Oversee administrative coordination

• Coordinate insurance and provider credentialing workflows in collaboration with the appropriate team members.
• Support effective use of our scheduling, electronic health record, and administrative systems.
• Ensure administrative tasks are completed accurately and on time.
• Maintain appropriate confidentiality and follow established privacy and compliance procedures.

Partner with the owner

• Provide regular updates on staffing, operational needs, and emerging issues.
• Bring forward recommendations and solutions rather than relying on the owner to troubleshoot every problem.
• Take ownership of routine operational decisions within established guidelines.
• Help translate broader business goals into clear priorities and consistent execution.

Who you are

You are an organized, grounded, solutions-oriented leader who enjoys making a busy workplace function well. You can balance people management with operational details and are comfortable taking initiative without needing constant direction.

You understand that good management means creating clarity, following through, communicating well, and helping people do their best work., In your first several months, you will work toward:

• Helping set up and organize our new space.
• Establishing a reliable, well-supported front desk team at both locations.
• Creating clear lines of responsibility and consistent daily workflows.
• Staff onboarding, training, and accountability.
• Scheduling patients and managing staff schedule.
• Ensuring administrative responsibilities are tracked and completed.

Why Glow?

Glow is an established independent practice with deep roots in the Seattle community. We believe in collaborative care, thoughtful patient service, and supporting a diverse team of practitioners who help people feel better and live healthier lives.

This role offers the opportunity to make a tangible impact, contribute to a major new chapter for the practice, and help shape the systems and culture that will support our next stage of growth.

• Previous experience managing operations, staff, or office administration, ideally in a natural healthcare, medical, dental, wellness, or multidisciplinary clinical setting.
• Experience with insurance-based healthcare, Pre- authorizations, insurance verification.
• Demonstrated ability to supervise, train, and support employees.
• Strong organizational skills and the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• A proactive, practical approach to problem-solving and process improvement.
• Comfort using scheduling software, electronic records, spreadsheets, and everyday workplace technology.
• Sound judgment, discretion, and respect for patient confidentiality and HIPAA compliance.
• Ability to work onsite in Seattle, primarily in Cherry Hill, with scheduled coverage at West Seattle.

Experience with provider credentialing, Jane, CHARM or similar practice management software, and standard operating procedure development is a plus., If you are someone who takes pride in making things work well, enjoys leading a team, and wants a role where your initiative and judgment truly matter, we would love to hear from you.

Compensation: $32-38 per hour, based on experience.Benefits: Benefits:

• Health insurance
• Dental insurance
• Employee discount
• Flexible schedule
• Paid time off
• Reduced cost Massage, Acupuncture, Naturopathy, and Chiropractic Care
• 2 weeks unpaid vacation, some holidays and sick days
• 15% off dispensary products
• Use of Infrared Sauna

Schedule: Full-time, approximately 35-40 hours per week. Primarily onsite at Cherry Hill, with scheduled responsibilities at West Seattle.

To learn more about us, please visit our websites: www.glownaturalhealth.com and www.fertilityacupuncturistseattle.com.

Pay: $32.00 - $38.00 per hour, * Dental insurance

• Employee discount
• Health insurance
• Paid time off

Glow Natural Health Center is an established, multidisciplinary, primarily insurance based integrative health practice serving the Seattle community since 2001. Our team brings together practitioners across acupuncture, naturopathic medicine, massage therapy, chiropractic, mental health, aesthetics, and other natural health services. This is a hands-on, working management role that combines scheduled front desk hours with protected administrative time for operational leadership and project work.