Practice Manager

 A physician-owned medical aesthetics practice, is seeking an experienced, organized, and proactive Practice Manager to lead daily operations, support our team, and help grow the practice.

We offer advanced aesthetic treatments, laser services, professional skincare, and wellness services. We are looking for someone who takes ownership, follows through, communicates clearly, and creates an exceptional patient experience.

Required qualifications

• At least five years of management experience in a medical spa, dermatology, plastic surgery, cosmetic medicine, or a comparable patient-focused practice.
• Experience supervising employees, managing schedules, training staff, and addressing performance concerns.
• Demonstrated success improving consultation bookings, patient retention, service revenue, or retail sales. Applicants should be prepared to discuss specific examples and results.
• Strong understanding of lead follow-up, appointment conversion, patient communication, and service recovery.
• Ability to interpret business reports, use spreadsheets, and turn findings into practical improvements.
• Excellent organization, attention to detail, professional communication, and consistent follow-through.
• Ability to manage daily operations independently while working within the owner’s policies and approval requirements.
• Reliable availability to cover the agreed management schedule and maintain appropriate supervision throughout operating hours.

Preferred qualifications

• Direct experience managing a medical aesthetics practice.
• Familiarity with Aesthetic Record, Podium, RepeatMD, or similar platforms.
• Working knowledge of aesthetic treatments, professional skincare, packages, and memberships.
• Experience coordinating marketing agencies and evaluating whether marketing generates attended appointments and revenue.
• A degree in business, healthcare administration, or a related field is preferred; relevant experience will also be considered.

Specific responsibilities

1. Lead management and appointment conversion

• Oversee incoming calls, texts, website inquiries, social media inquiries, and other patient leads.
• Establish and enforce response-time standards during business hours.
• Maintain a documented follow-up process for unanswered inquiries, unbooked consultations, missed appointments, and patients who have not returned.
• Ensure every lead has an assigned staff member, documented status, and next action.
• Review calls and written communications to coach staff on professionalism, service knowledge, and booking skills.
• Track inquiries through consultation booking, attendance, and treatment purchase; identify where potential patients are being lost.

2. Scheduling and patient experience

• Review upcoming schedules daily and address preventable gaps, cancellations, and scheduling errors.
• Maintain accurate provider availability, appointment lengths, and online booking options.
• Coordinate waitlists and cancellation follow-up.
• Ensure patients receive clear information about appointments, pricing, deposits, and practice policies.
• Oversee check-in, checkout, rebooking, and appropriate follow-up.
• Resolve service concerns within established authority and promptly refer clinical concerns to the appropriate clinician.

3. Staff management and accountability

• Lead daily huddles and regular staff meetings.
• Create staff schedules and coordinate coverage, attendance, and time-off requests.
• Train employees on practice procedures, patient communication, software, and customer service.
• Set clear expectations, monitor completion of assigned work, and provide documented coaching.
• Assist the owner with recruiting, onboarding, and performance reviews.
• Maintain a professional, respectful, and accountable workplace.

4. Business performance and financial controls

• Prepare a weekly report covering revenue, new patients, lead response, consultation bookings, attendance, treatment conversion, rebooking, and retail sales.
• Compare results with agreed goals and recommend specific corrective actions.
• Monitor package balances, memberships, outstanding payments, discounts, and credits.
• Reconcile daily collections and investigate discrepancies.
• Obtain owner approval for refunds, discretionary credits, pricing changes, and spending outside established limits.

5. Marketing coordination

• Serve as the operational contact for marketing vendors.
• Ensure advertised services, offers, pricing, and booking links are accurate and approved.
• Track lead sources and connect marketing activity to appointments and collected revenue.
• Coordinate approved promotions, events, patient education, and review requests.
• Ensure staff understand each promotion and how to handle resulting inquiries.

6. Inventory and practice operations

• Maintain inventory counts, ordering schedules, expiration tracking, and appropriate stock levels.
• Monitor product usage and investigate discrepancies or waste.
• Coordinate equipment maintenance, vendor visits, and service issues.
• Maintain written procedures and opening and closing checklists.
• Support patient privacy and established safety procedures.
• Work with the medical director on operational requirements; clinical decisions remain with licensed clinicians.

What success looks like

Success means timely lead follow-up, accurate schedules, stronger patient retention, consistent staff performance, reliable financial controls, and measurable progress toward agreed practice goals. During the first 90 days, the manager will assess current workflows, establish baseline performance measures, implement priority improvements, and present a practical action plan to the owner.