Office Manager / Patient Care Administrator (Concierge Primary Care)

Job DescriptionJob Description Location: Greenwich, CT

FYI: Our Greenwich office is a brand-new clinic location and are looking for someone excited to be part of building the team from the ground up. Our initial clinical team will be intentionally small - 1 MD, 1 RN, and 1 MA - so we're looking for a collaborative, adaptable team member who is comfortable working closely with others, wearing multiple hats, and helping shape the culture and workflow of a new office.

As we grow, you'll have the opportunity to be an integral part of expanding the team and the practice.

If you enjoy a close-knit environment, thrive in a growing practice, and like the opportunity to help build something from the beginning, we'd love to hear from you

Schedule: Full-time, 40 hours per week (excluding lunch), Monday-Friday, traditional business hours, and no weekends required!

Employment Classification and Compensation: Effective January 1, 2027, all staff positions will be classified as hourly, non-exempt positions. The hourly rate for this position will be $49.52 per hour. As a non-exempt employee, you will be eligible for overtime pay in accordance with applicable federal, state, and local laws.

Who are we?

Private Medical has spent the last 20 years creating a new category of concierge medicine - private medicine - by designing a system that honors the relationship between patients, physicians, and each member of the care team.

Based in California, New York, Florida, and now Connecticut, our physician-led teams work in concert with our gynecologists, Naturopathic Medicine Doctors, curated local specialists, elite medical centers, and specialists around the world, to provide relationship focused, evidence-based, longitudinal care to our members and their families. Private Medical is, by design, privately held and free from any conflicts of interests.

What will you be doing in this role?

The Office Manager / PCA is a launch-focused hybrid role responsible for helping bring the Private Medical Greenwich office from pre-opening readiness through stable day-to-day operations. The role combines hands-on office management, launch coordination, and Patient Care Administrator (PCA) support for our physician and their Greenwich member panel.

This position is intentionally designed for a new-office launch model. Initially, the role will have no direct reports and will serve as the first and primary PCA for the physician's Greenwich panel while building the workflows, systems, supplies, vendor relationships, and member-service standards needed for the office to operate successfully. As the panel and team grow, the role's balance of office management, PCA coverage, and people leadership will be reviewed and adjusted.

Responsibilities:

• Lead the launch and day-to-day operations of the Private Medical Greenwich office, ensuring a safe, polished, welcoming, and member-ready environment.
• Serve as the primary PCA for our physician and their Greenwich member panel, providing high-touch member support, scheduling, communication, care coordination, and timely follow-through within the scope of the role.
• Build and maintain the workflows, systems, checklists, and processes needed to support seamless office operations and a consistent concierge member experience.
• Oversee day-to-day operational needs, including supplies, inventory, equipment, facilities, office calendars, and resolution of operational issues.
• Partner closely with physicians, nurses, PCAs, and Central Operations to coordinate member needs, daily workflows, handoffs, and continuity of care.
• Identify operational gaps or recurring issues, develop practical solutions, and escalate matters appropriately to ensure timely resolution.
• Support the transition from New York-based and interim workflows to sustainable Greenwich operations as local staffing and resources develop.
• Maintain clear communication and documentation across members, clinical teams, vendors, and operational partners, ensuring issues and commitments are consistently closed-loop.
• Help establish and reinforce service standards, operating procedures, and onboarding resources as the Greenwich team grows.
• As the office expands, support the hiring, onboarding, training, coordination, and development of new team members as delegated.
• Provide regular updates and recommendations to the Operations Manager regarding office readiness, member experience, staffing, facilities, supplies, and operational priorities.
• Exercise discretion and sound judgment when handling sensitive member information, operational issues, and matters requiring escalation, while appropriately directing clinical or patient-safety concerns to licensed clinical staff.

About you:

• Experience in healthcare practice operations, patient care administration, hospitality, administrative coordination, or another high-service environment.
• Demonstrated ability to work independently in a new, changing, and partially defined operating environment.
• Experience with core PCA, patient-service, scheduling, or comparable administrative workflows, or the ability to complete required training and competency validation.
• Strong organizational skills and reliable follow-through across multiple launch workstreams and daily priorities.
• Ability to triage issues, distinguish urgency from importance, and escalate appropriately.
• Clear, professional verbal and written communication.
• Sound judgment, discretion, and comfort handling sensitive patient and operational information.
• Comfort learning and using scheduling, communication, timekeeping, documentation, and office-management systems.
• Willingness to work onsite and provide hands-on support during the launch and early operating period.

Schedule and Coverage Expectations

• Standard business hours coverage, with flexibility to support same-day capacity, float coverage, and site needs so members receive the right care at the right time from the right team; nursing and PCA coverage targets underpin scheduling and cross-coverage norms.

Competencies

• Launch & Operational Ownership: Takes initiative to build structure, establish workflows, and drive office readiness while making sound decisions in a new and evolving environment.
• Concierge Patient Service: Delivers highly personalized, responsive service, anticipates member needs, and creates a seamless, high-touch healthcare experience.
• Organization & Execution: Manages competing priorities and details with strong follow-through while remaining willing to be hands-on with PCA responsibilities.
• Communication & Collaboration: Communicates clearly and professionally while building strong relationships with members, physicians, vendors, and cross-functional partners.
• Adaptability, Judgment & Professionalism: Remains calm and solutions-oriented when navigating ambiguity or escalations, while demonstrating discretion, sound judgment, and professionalism.

Physical requirements:

• Ability to sit and work at a computer for extended periods
• Frequent typing, keyboarding, and mouse use
• Ability to read documents and computer screens
• Occasional standing, walking, bending, or reaching
• Ability to lift and carry light office supplies up to 10-20 lb
• Ability to move around the office to retrieve documents, answer phones, or assist staff

Alignment with Private Medical's Principles of Clinical Staffing

• Anchors PM's vision to deliver the right care, at the right time, by the right team, through reliable coverage, hospitality-forward interactions, and safe, competent clinical work.

• Expands the range of role profiles and flexes responsibly to support demand, preserving a consistent foundation across sites while honoring local needs.

• Practices hospitality as a defined requirement and participates in continuous improvement informed by data and feedback.

Whats in it for you?

• A competitive starting salary commensurate with experience and skills
• 401(k) with a match (up to 3% of salary)
• Robust health benefits and paid time off
• 10 paid holidays off & 1 floating holiday
• and most importantly more time to provide outstanding care for patients and work with great colleagues!

What is the interview process for this role?

Thank you for your interest in joining Private Medical. We believe the interview process should be as transparent, thoughtful, and engaging as the care we provide to our members.

Throughout the process, you'll be working closely with me, Becky, who will serve as your primary point of contact. I look forward to getting to know you and helping guide you through each step of the candidate journey!

Our interview process includes:

Application Review
Once we receive your application, our team will carefully review your experience and qualifications. If your background aligns with what we're seeking, we'll reach out to schedule an introductory conversation.

Initial Conversation with HR
This conversation is an opportunity for us to learn more about your experience, career goals, and what you're looking for in your next opportunity. It's also a chance for you to learn more about Private Medical, our culture, and the role.

Hiring Manager Interview
Qualified candidates will then meet with the hiring manager to discuss the position in greater depth, including responsibilities . click apply for full job details