Carolina Pintos Therapy, PLLC
11777 Katy Freeway, Suite 260 South, Houston, TX 77079
5 Grogans Park, Suite 107, Spring, TX 77380
Re: Promotion to Principal Office Manager and Conversion to W-2 Employment
Dear Emily,
Congratulations! In recognition of the ownership you have taken of our front office since January, we are delighted to promote you to Principal Office Manager and to offer you conversion to W-2 employment with Carolina Pintos Therapy, PLLC (the “Company”). This letter outlines the terms of your employment.
Conversion Date:
07/23/2026. Your independent contractor engagement ends, and your employment begins, on this date (the “Conversion Date”), with no gap in your confidentiality obligations.
Reports To:
Homero Miranda, CEO & Owner, and Carolina Miranda, Lead Therapist & Owner — 561-672-5081 or 760-707-2875.
Position:
Principal Office Manager (non-exempt) — leading the day-to-day non-clinical operations of both Company locations and supervising the office-management team, as detailed in Exhibit A (Role & Responsibilities), which is part of this letter. Clinical care, treatment protocols, and therapist supervision remain with the Lead Therapists and Carolina Pintos. The Company may adjust duties, reporting structures, and responsibilities based on business needs.
Compensation:
You will be compensated at $25.00 per hour, less all taxes and withholdings required by law. Payroll is processed through Square on a bi-weekly basis (every two weeks), with pay periods and pay dates as posted in Square. As an office-manager role, you are paid for your scheduled hours regardless of patient bookings; the schedule-gap rules in the Timekeeping, Payroll, Tips, and Bonus Policy do not apply to your role, and you do not perform home visits or participate in the tip pool. Overtime is paid at 1.5× your regular rate over 40 hours in a week, and 2× for hours beyond 10 in a single day, as set out in that policy.
Benefits and Bonus:
Benefits are available to full-time employees in accordance with the Company’s benefit plans and policies as in effect from time to time. In addition to the points bonus program, the Company may award annual or other discretionary bonuses reflecting performance, contributions, and goals achieved; any such bonus is entirely discretionary, is not earned or owed unless and until awarded and paid, and is determined by the owners. You will also be eligible to participate in the Company’s 401(k) retirement plan administered through Vestwell, including automatic enrollment, employer Safe Harbor matching contributions, and any discretionary profit-sharing contributions, all as provided in the plan documents, which govern. You will also be invited to participate in the Company’s Sale Bonus & Phantom Equity Participation program under a separate agreement, which governs all terms of that benefit.
Training Balance Forgiven:
Effective on the Conversion Date, the entire remaining unforgiven balance under your Training Investment and Reimbursement Agreement is forgiven, and no reimbursement is or will be owed under that agreement.
Your Contractor Agreements:
Your contractor-phase agreements are terminated and superseded as of the Conversion Date, as set out in the Conversion Acknowledgment you will sign with this letter. Your confidentiality obligations continue without interruption across the Conversion Date. This letter also supersedes and replaces in its entirety any prior “Principal Office Manager – Promotion” or position-confirmation document, which is of no further effect.
At-Will Employment:
Your employment is “at-will”: either you or the Company may end the employment at any time, with or without notice and with or without cause, and the Company may modify your position, duties, compensation, or other terms of employment. Only the owners (Homero Rubim Miranda or Carolina Pintos Miranda) may agree to employment on other than at-will terms, and only in a writing signed by all parties. This at-will relationship continues notwithstanding any future changes to your position, title, or pay.
Required Documents:
This offer is conditioned on your executing, on or before the Conversion Date: the Conversion Acknowledgment; the Non-Competition Agreement; the Confidentiality, Intellectual Property & Non-Solicitation Agreement (Employee); and the Company’s employee policies assigned to you, which we ask you to complete no later than your third day of employment. The Sale Bonus & Phantom Equity Participation Agreement will be provided for your signature separately. In accordance with federal law, you must provide original documentation verifying your eligibility to work in the United States within three (3) business days of your Conversion Date.
Governing Law:
This letter is governed by the laws of the State of Texas, with venue in Harris County, Texas.
We could not be more confident in what you will do in this role. If you have any questions, please contact us at 561-672-5081 or 760-707-2875.
Congratulations again, Emily.
Best Regards,
Carolina Miranda & Homero Miranda
EXHIBIT A — ROLE & RESPONSIBILITIES
Scope and Authority: The Principal Office Manager leads the daily non-clinical operations of both locations and is the direct supervisor of the office-management team, including the Office Managers and the front-office duties of the hybrid office managers; their clinical and aesthetic work remains under clinical leadership. Clinical care, treatment protocols, and therapist supervision remain with the Lead Therapists and Carolina Pintos.
1. Team Leadership and Supervision: Build and maintain front-office schedules and coverage for both locations, including vacation and absence coverage. Assign, delegate, and follow up on operational tasks across the office team. Train, coach, and develop office managers and support staff, and run onboarding for new office hires. Prepare and file employee write-ups and corrective documentation as provided in the Timekeeping, Payroll, Tips & Bonus Policy, and award kudos points per policy. Recommend hiring, promotions, pay changes, and separations for office staff; final decisions rest with the owners. Address concerns and conflicts early, maintain professionalism and morale, and escalate anything involving harassment, discrimination, safety, or ethics to the owners within the timelines set by policy.
2. Clinic and Facility Operations: Own opening and closing standards, room readiness, and the cleanliness and organization of patient and common areas at both locations. Coordinate repairs, vendors, and equipment servicing, and maintain maintenance-tracking and accountability systems. Manage keys, access, and facility security in line with the Key & Property Issuance Acknowledgment. Develop systems that keep both locations running to the same standard and minimize operational disruptions.
3. Scheduling and Patient Experience: Oversee booking operations in Square: appointment flow, therapist utilization, waitlists, and filling gaps and cancellations. Set and enforce front-desk service and phone standards. Serve as first point of resolution for patient complaints — document them, resolve what can be resolved, and escalate clinical or serious matters to clinical leadership and the owners. Support review generation and patient-communication standards consistent with HIPAA.
4. Payroll, Timekeeping, and Administration Support: Review timecards and process pre-payroll corrections in Square per the Timekeeping, Payroll, Tips & Bonus Policy; route post-payment errors to the CEO immediately. Administer the points program (verification, submission deadlines, records). Track completion of required documents and e-signatures for new hires, conversions, and policy updates, and keep personnel and contractor files current.
5. Inventory, Procurement, and Cost Control: Own inventory systems and supply tracking; forecast needs and reduce waste. Source through vendors and bulk purchasing, standardize purchasing procedures, and manage vendor relationships. Identify cost-reduction opportunities without sacrificing quality; purchases and commitments above the approval limit set by the CEO from time to time require CEO approval.
6. Equipment Oversight: Maintain preventative-maintenance procedures for treatment devices and office equipment. Enforce the out-of-service rule for damaged devices (tag, remove, report) per the Health and Safety Policy, and coordinate warranty claims and repairs through to completion. Train staff on proper equipment handling and maintain accountability systems that reduce misuse and damage.
7. Training, SOPs, and Systems Development: Build and continuously improve the SOP library, checklists, and written and video training materials for office and support functions. Identify inefficiencies and bottlenecks, and design and implement scalable workflow improvements with leadership input. Support automation and cross-location standardization so future locations are repeatable.
8. Compliance Support: Model and enforce front-office HIPAA practices: privacy at the desk, records handling, and confidentiality of patient information. Keep the incident-reporting channel working — every injury, exposure, near-miss, and hazard documented per the Health and Safety Policy, with no retaliation. Apply the Communicable Illness policy consistently, and support licensure, credentialing, and documentation-integrity requirements.
9. Reporting to Leadership: Provide the owners a regular operations summary covering staffing and coverage, incidents, complaints, inventory and purchasing, equipment status, and progress on systems projects. Flag risks, recurring problems, and resource needs early.
10. Multi-Location Growth: As the Company expands, replicate systems and standards at new locations, support setup and training, and coordinate vendors and processes so quality is consistent everywhere.
Limits of Authority: The Principal Office Manager does not set or change compensation, employment status, or Company policy; does not hire or terminate unilaterally; does not make clinical judgments or direct how licensed providers perform treatment; and handles all personnel, pay, and health information as strictly confidential.
Performance Standards: Performance is evaluated based on operational consistency across both locations, problem-solving and follow-through, leadership effectiveness and team development, process-improvement implementation, inventory and purchasing efficiency, equipment-maintenance oversight, training-system development, accountability, and the ability to run operations proactively with minimal executive involvement.
EMPLOYEE ACCEPTANCE
By signing below, I accept this offer of employment, including Exhibit A, on the terms above, effective as of the Conversion Date.
