Office Manager

Summary:

Oversees daily operations of a medical aesthetic practice. Ensures excellent patient experience, regulatory compliance, staff performance, inventory and financial health while supporting providers and driving business growth.

Core Responsibilities:

• Manage front-desk operations: scheduling, patient check-in/check-out, phone and email, patient communication and records.
• Supervise, hire, train and coach staff (receptionists, medical assistants, & injectors, aestheticians)
• Ensure compliance with healthcare regulations (HIPAA), state medical board rules, controlled substance policies, and OSHA standards.
• Oversee patient interaction
• Coordinate provider schedules, rooming flow, and daily clinic logistics to maximize efficiency and patient throughput.
• Manage inventory of medical supplies, devices, and product retail; place orders, maintain par levels, and handle vendor relationships.
• Administer billing and collections processes: insurance (if applicable), POS payments, invoicing, reconciliations, and coordination with external reps
• Track financial performance: revenue, expenses, payroll and appointment metrics,
• Lead marketing and patient retention initiatives: social media coordination, email campaigns, promotions, referral programs and events in partnership with providers/marketing vendors.
• Maintain and optimize practice management software/EHR and reporting systems; implement process improvements and staff workflows.
• Handle patient complaints and escalate clinical issues to providers as needed; ensure high standards of customer service and patient satisfaction.
• Ensure equipment maintenance, licensing renewals, and coordination of third-party service/repair.

Required Qualifications:

• 3–5+ years experience managing a medical aesthetic clinic, medspa, or similar healthcare practice (or equivalent healthcare management experience).
• Familiarity with aesthetic services (injectables, lasers, skin treatments, body contouring) and related clinical workflows.
• Strong knowledge of HIPAA, OSHA, state medical regulations and basic coding/billing practices.
• Excellent customer service, organizational, leadership and problem-solving skills.
• Effective verbal and written communication.

Key Competencies / Soft Skills:

• Professional demeanor, high attention to detail, confidentiality.
• Sales-oriented but ethical; ability to coach staff on consult conversions and retail upsells.
• Ability to prioritize in a fast-paced environment and manage competing demands.
• Team leadership, conflict resolution, and training ability.

Performance Metrics (examples):

• Patient satisfaction/NPS scores
• Monthly revenue and same-store growth
• New patient conversion rate and retention rate
• Average ticket value (services and retail)
• Appointment fill/cancellation/no-show rates
• Inventory turnover and cost control
• Staff turnover and training completion

Working Conditions:

• On-site, full-time; occasional evening or weekend shifts for events or extended hours.
• Interaction with patients, clinical staff and vendors; exposure to clinical environment and routine clinical supplies.