Head of Reception

A good day at the studio feels easy: patients are greeted by name, the schedule holds, nobody waits unnecessarily, the team works calmly and with focus. That ease is no accident — it's your work.

You keep the studio's operational engine running: front desk, scheduling, patient flow, billing, tech and systems. When it runs smoothly, nobody notices. That's exactly where the craft lies — and the standard.

Your most important tool for this isn't a piece of software, it's your team. You help decide who fits here, get new colleagues confident in their role, develop them further and hold the crew together — including on the days when it gets busy.

And because a practice can only do good work if it's financially healthy, that's part of your remit too: as part of the leadership team, you steer utilisation, billing and deadlines.

The role is deliberately split in two, and that's what makes it interesting. One half of your time you're at reception yourself: you see the bottlenecks before they show up in a statistic, and your team sees in you what the standard is. The other half belongs to the things there's never time for in day-to-day operations — sharpening processes, understanding the numbers, developing your team, putting ideas into practice that make the difference tomorrow.

What You Own

The experience: How a visit to Somana feels — from the first phone call to the goodbye at the door. You set the standard and live it.

The team: Selection, onboarding, development, shifts, holidays and cover. You run the people conversations; the formal decision is made together with the Head of Studio.

The everyday: Appointments, waiting list, recurring bookings, gaps and no-shows. You make sure our capacity reaches the people who need it.

The money: Prescriptions and deadlines, statutory health insurance (GKV) collective billing, claw-backs (Retaxationen), self-payers, outstanding receivables, cash handling.

The studio: Processes in Theorg and Doctolib, the studio's tech and system administration, ordering, data quality. For complaints and escalations, you're the first point of contact.

What Success Looks Like After 6 Months

Patients come back, recommend us, and utilisation has gone up.

Your team carries the day even when you're not there.

The therapy team is focused on therapy, not on organisation.

Who This Job Is Right For

You actually care how the people who come to us are doing. You remember names, stories, and who wanted to climb stairs again after surgery.

You want to build and lead a team, not administrate one. Making people better brings you more joy than doing everything yourself.

You think commercially without being told to: you keep an eye on utilisation, revenue and costs, because that determines how many people we can help and how far this team can grow.

You're ready to learn GKV billing in the physio/rehab space inside out: prescriptions, deadlines, claw-backs. If you already know it, even better.

You stay friendly and calm even on the third full day in a row, and you take criticism directly to the person instead of spreading a mood through the team.

You want to lead and still stand at the front desk yourself. Both — not one as the price for the other.

Experience in practice management, at a reception desk or in a front office (practice, clinic, medical centre, hospitality) will help you, as will Theorg or Doctolib — neither is a requirement. Show us in your own way that you want to carry this responsibility.

This Role Isn't For You If

you're looking for a pure leadership role without shift work.

billing, deadlines and numbers are an annoying side issue to you.

you'd rather push decisions upwards than make them.

you want to avoid late shifts as a matter of principle.

you need clear instructions in order to change how things run. Here, you build them yourself.

What You'll Find With Us

A role with real weight: The operational core of the studio sits with you. Processes, standards and workflows are yours, as long as the results are there.

Building instead of administrating: We're a young studio. You don't inherit established structures — you build them, your team included.

A way forward: We're growing and we promote from within. Whoever fills this role is the obvious person for more responsibility.

Backing: a leadership team with clear lines, short paths to the management, and support from HQ on recruiting, contracts and IT.

An environment that keeps you healthy: a newly built health studio, high-quality equipment, drinks, and you're welcome to use our training and wellness offering yourself.

Benefits With Real Value

You receive a benefits budget of up to €160 per month, which you can spend tax-free as you choose. Options include:

• Meal allowance (€110): Up to €6.90 per day towards your meals.
• Urban Sports Club (€49): Access to training across Germany — yoga, fitness, swimming, dance and more.
• and much more.