Medical Aesthetics Practice Manager

Practice Manager

Job Description

About Us

Our Physician is board-certified by the American Board of Internal Medicine. She is an active member of several professional organizations, including the American College of Physicians, the Rhode Island Primary Care Physicians Group, and the Kent Hospital. She is a distinguished internal medicine practitioner with over three decades of experience in the medical field. She currently operates her own practice located in Warwick, Rhode Island, where she has been serving the community since 2001. For the past several years she has delved into and studied aesthetic medicine and wellness with the goal of opening a holistic clinic to help transform people from the inside out. With the launch of her Medspa, our expertise comes to life. She has been developed with two main objectives in mind: providing a new, boutique, exclusive offer that will appeal to the Westerly community looking for a comprehensive wellness offering adapted to their modern lifestyle and their needs for stress-relief, healthier habits, and rejuvenation.

About our Medspa

Our flagship Medspa will be opening in Westerly in 2026! Through physician-led care, cutting-edge treatments, and wellness services with a holistic approach, we elevate both aesthetic excellence and overall well-being. Designed for rejuvenation and transformation, our practice ensures the highest standard of care for every patient in an environment that embodies luxury, innovation, and exceptional results.

About the Role

Reports to: Medical Director and VP of Ops – Please email CV to chris@evaramedspa.com

Role Type: Full Time

Workdays: Tuesday-Saturdays

We are seeking a Practice Manager to orchestrate the seamless operation of our flagship Westerly location, ensuring a sensational patient experience that guides customers through their aesthetic journey in a warm and informative way. This role provides leadership across all touchpoints of the practice, overseeing both front desk personnel and service providers, as well as upholding operational excellence, financial efficiency, compliance, and staff alignment with the company’s overarching vision. Reporting to the Medical Director, this individual will collaborate closely with the EVARA team to shape strategy, marketing, and business development, ensuring an experience that is as sophisticated as is results driven.

What will you do?

Operations & Patient Experience Management

●     Develop, implement, and train staff in best-in-class patient experiences.

●     Build and maintain relationships with patients to provide personalized service.

●     Assist in curating treatment bundles and developing strategic pricing strategies.

●     Maintain a high standard of cleanliness, organization, and operational efficiency.

●     Collaborate with the Medical Director to develop and maintain Standard Operating Procedures

●     Monitor and manage Boulevard patient scheduling system, ensuring seamless appointment booking, automated reminders, efficient calendar management, and accurate billing integration.

●     Oversee compliance with OSHA, HIPAA, and state medical board regulations.

Personnel & Team Leadership

●     Hire, train, and mentor front desk personnel and service providers.

●     Establish and oversee ongoing advanced training for medical service providers, coordinating with distributors to schedule regular sessions and ensuring staff participation.

●     Conduct quarterly and 90-day performance reviews for team members.

●     Manage schedules for all staff, ensuring seamless operations and optimal patient flow.

●     Strategically optimize patient scheduling to maximize provider efficiency and increase revenue opportunities.

●     Coordinate and track all payroll information including hours worked by staff, forwarding all appropriate information to corporate team.

●     Coordinate and lead weekly staff meetings to ensure alignment with goals.

●     Enforce company policies, performance expectations, and brand standards.

Finance, Retail & Sales Management

●     Develop and execute sales targets and marketing initiatives in collaboration with leadership.

●     Develop and assist with preparation of annual budget.

●     Consistently track revenue margins and conduct regular budget reviews to maximize profitability.

●     Collect, analyze, and report financial data on a monthly, quarterly, and annual basis.

●     Track KPIs, including revenue, patient retention, and treatment sales.

●     Streamline operations and procedures to increase profitability and reduce costs.

●     Oversee all retail operations, including product selection recommendations to the Medical Director, merchandising, inventory, sales strategies, staff training, and patient experience.

●     Manage procurement, vendor contracts, and resource allocation.

●     Ensure proper cash and banking procedures are followed.

●     Maximize appointment capacity and ensure high provider booking rates.

●     Control supply costs related to service revenue to maintain profitability.

●     Drive retail sales through staff training, product recommendations, and conversion tracking.

●     Increase package and membership sales as a percentage of overall revenue.

●     Align pricing structures and promotions with business growth objectives.

Inventory & Facility Oversight

●     Maintain meticulous inventory control and conduct regular audits to ensure accuracy.

●     Oversee product orders, check-in shipments, and track supplies.

●     Collaborate with the Medical Director to ensure all equipment is properly maintained.

●     Oversee the entire environment of care, promptly reporting any building maintenance or repair needs to the Medical Director and ensuring their completion.

●     Implement sanitation and sterilization protocols in compliance with medical board and state cosmetology regulations.

●     Establish company-wide standardized procedures for equipment care, ensuring each staff member respects and cares about the equipment as if it were their own.

Marketing & Community Engagement

●     Partner with leadership on marketing, promotions, and events

●     Oversee patient referral programs, loyalty incentives, and brand partnerships.

●     Ensure front desk and medical staff are knowledgeable about retail products and sales goals.

●     Monitor and analyze patient feedback to continuously improve offerings.

Skills & Experience

●     3-5 years of experience as a Medspa, medical practice, plastic surgery, dermatology, or health/wellness store manager

●     Proven track record in sales management and revenue growth

●     Experience with patient scheduling systems and Medspa software, Boulevard and RepeatMD a plus

●     Strong leadership and team development skills

●     Excellent organizational and problem-solving abilities

●     Ability to rally and inspire staff while maintaining high operational standards

●     Adaptable to changing business needs in a fast-paced environment

●     Must have the ability to lift up to fifteen pounds.

Why Work for Us?

●     Competitive Compensation: $70,000- $80,000/year compensation

●     Vacation: 2 weeks annually, increasing to 3 weeks after third year of employment

●     Company Holidays: six per year

●     Medical, Dental, and Optical Insurance

●     Retirement Plan

●     Continued Learning Initiatives

●     Performance-Based Bonuses

All are welcome here!

We are an Equal Opportunity Employer - we do not discriminate on the basis of sex, gender identity, sexual orientation, skin color, Veteran status, disability, age, national origin or any other protected status.

This is a progressive, open-minded place for smart and talented people. Your uniqueness is our strength.