OFFICE MANAGER CONTENT

1st Phone Interview

• “Tell us a bit about yourself.”
• “How proficient are you in Spanish?”
• “Do you know how to do laundry?”
• “Are you confortable seeing blood?”
• “How far are you from our clinic? Did you get a chance to go to our website to see our location?”
• “What is your ideal schedule? Can you work evenings and weekends? How flexible are you?”
• “How much do you expect to make per hour or per year?”
• “This role starts as a contract position with a path to W-2 after 12 months. Are you comfortable with that structure?”
• “Why are you leaving your last or current position?”
• “Tell me about some of the things you didn’t like about your last position?”
• “Tell me about some of the things you didn’t like about your last boss?”
• “Where do you see yourself in 5 years and how does this role fit in?”
• “What’s your experience in office management and how can you contribute to our goals?”
• “How many people have you directly managed, and what were you responsible for with that team?”
• “Are you familiar with lymphatic drainage or the lymphatic system? How would you explain this to a person?”
• “What software and technologies are you familiar with? Microsoft Word, Excel, PowerPoint, WordPress?”
• “Explain your experience with POS systems, appointment software, and office programs.”
• “Have you ever worked with Square Booking or any other platform like Clover or similar platforms?”

▶ End of Phone Screen: Let the candidate know that if they move forward, the next round will be a FaceTime interview and they should review your website thoroughly, as you’ll be asking about the business and services.

2nd FaceTime Interview

Purpose: Assess how they think, how they handle people, and whether they have real management instincts. This is where you separate receptionists from actual managers.

• “What’s the hardest piece of feedback you’ve received from a manager, and how did you respond?”
• “What would you say are some of your best strengths?”
• “What are 3 weeknesses you have or 3 areas you need to work on?”
• “Describe a time you led a project or team?”
• “Tell me about a time you had to hold someone on your team accountable — maybe they were underperforming or not following directions. What did you do?”
• “Tell me about a time you worked with someone very different from you?”
• “Tell me about a time you had a disagreement or conflict with another coworker?”
• “How do you keep organized with a busy workload, like managing calls and bookings?”
• “We believe in a ‘people-first’ mindset, which means prioritizing clients’ well-being with passion, persistence, and integrity. What does this mindset mean to you? Can you share a specific example of how you’ve demonstrated this in your personal life, and how you would bring it to this role?
• “How do you handle pressure?”
• “How would you handle an upset customer?”
• “Share an example of a workplace problem you helped solve.”
• “Tell us about a time you adapted to a change at work.”
• “Tell me about a time you took initiative at work.”
• “How do you prioritize multiple tasks while keeping clients happy?”
• “Have you ever been responsible for upselling services or following up with clients to book additional appointments? How did you approach that?”
• “Pretend I am a customer, how would you explain what a lymphatic massage is?”
• “Why do people need post-op lymphatic and scar tissue treatment after surgery?”

▶ End of FaceTime Interview: Ask the candidate to read the website in depth and prepare for industry and scenario-based questions for the in-person interview.

3rd In-Person Interview

Purpose: Confirm everything in a real-world setting. Test practical skills, cultural fit, and whether this person can actually run your clinic. This is where you pressure-test.

• Application: Fill out https://www.carolinapintos.com/career/
• “How would you describe Carolina Pintos Therapy to someone who doesn’t know what we do?”
• “A patient calls after her tummy tuck surgery. She’s nervous, she’s never had lymphatic work done, and she doesn’t understand why her surgeon recommended it. Walk me through that phone call.”

EXERCISES

• “A therapist calls in sick 30 minutes before their first appointment and has 6 clients booked that day. Walk me through exactly what you do in the next hour.”
• “If I asked you to help us prepare to open our next location, what are the first things you’d want to understand or put in place?”
• 48-hour rescheduling policy.
• Hand the candidate a printed mock weekly schedule for two therapists with 3–4 obvious problems (double-bookings, a gap where a waitlisted patient could fit, a therapist scheduled on their day off). Ask them to review it and tell you what’s wrong and how they’d fix it.

CLOSING

• “With all the other candidates applying for this job, what do you think makes you stand out? Why should we hire you over them?”

1st Phone Interview

• “Tell us a bit about yourself.”
• “How far are you from our clinic?”
• “What is your ideal schedule? Can you work evenings and weekends? How flexible are you?”
• “How much do you expect to make per hour or per year?”
• “Why did you leave your last position?”
• “Tell me about some of the things you didn’t like about your last position?”
• “Tell me about some of the things you didn’t like about your last boss?”
• “Do you plan to have your own business one day?”
• “Where do you see yourself in 5 years?”
• “What keeps you at a job long-term? What kind of work environment do you thrive in?”

For Massage Therapist:

• “What do you know about cosmetic surgery and the lymphatic system?”
• “What types of massage modalities are you trained in, and which do you perform most often?”

For Aesthetician:

• “What is your experience with providing facial treatments?”
• “Explain your understanding of the different types of skin conditions and how they can be treated.”

2nd FaceTime Interview

Purpose: Assess clinical thinking, patient interaction skills, and whether they have the mindset to work in a medical recovery setting — not just a spa.

• “What’s the hardest piece of feedback you’ve received from a manager or colleague, and how did you respond?”
• “How do you explain what you’re doing to a patient during a treatment, especially someone who’s never had this type of work done before?”
• “How would you handle an upset customer?”
• “Can you give an example of how you have effectively worked as part of a team?”
• “Tell me about a time you had a disagreement or conflict with another coworker.”
• “Tell us about a time you took initiative at work.”
• “How do you feel about following a set treatment protocol versus using your own approach? How have you handled that in previous positions?”
• “This work is physically demanding. How do you take care of your body to avoid burnout and injury?”

For Massage Therapist:

• “A patient comes in 5 days post-op from a tummy tuck. She’s swollen, in pain, and nervous about being touched. How do you approach that first session?”
• “What are some situations where you would refuse to perform a treatment or modify your approach, even if the client wants you to proceed?”
• “A patient calls before her first appointment. She just had liposuction and her surgeon told her she needs lymphatic drainage but she doesn’t understand why. Explain it to her over the phone.”

For Aesthetician:

• “Describe your approach to creating customized treatment plans for each client.”
• “A client has a reaction during a facial treatment — redness and irritation beyond what’s normal. What do you do?”
• “A new client comes in wanting a facial but isn’t sure what she needs. She mentions dryness, uneven skin tone, and some acne scarring. Walk me through how you’d handle that consultation.”

3rd In-Person Interview

Purpose: See them in the clinical environment, test hands-on skills, assess cultural fit, and confirm they can work at the standard your patients expect.

• “How do you handle pressure?”
• “How do you handle stressful situations, especially in a fast-paced clinic environment?”
• “What does a ‘people-first’ mindset mean to you, and how would you embody it in this role?”
• Have the candidate perform a brief treatment demonstration or walkthrough on a volunteer or model. Observe their technique, how they communicate during the session, their sanitation practices, and how they set up and break down.

CLOSING

• “With all the other candidates out there, what makes you stand out? Why should we hire you and not them?”

Hello {CANDIDATE_FIRSTNAME},

We are recruiting for an Office Manager position at Carolina Pintos Therapy, PLLC, where your experience in managing office operations and customer service in a medical setting would be invaluable.

This contract role offers the potential for a permanent position with full benefits after a year. Your skills in fostering a welcoming environment, managing patient documentation, and overseeing staff align perfectly with the responsibilities of this role.

If you are interested in learning more about this opportunity, please let me know. I look forward to discussing this position with you further.

Best regards,
{RECRUITER_NAME}

Hello, my name is Homero Miranda and I am one of the owners of Carlina Pintos Therapy (a post surgery and lymphatic clinic). We would like to invite for a phone interview.

We are eager to hear back from you. Please feel free to call or text me back at 760-707-2875

We are excited to invite you to an in-person interview. Our address is 11777 Katy Freeway, Suite 260 South, Houston, TX 77079. We are located in the South Building, specifically in Building A at the back. Once you’re on the 2nd floor, turn left. If you get lost, feel free to text me.