Job Description

Job Title: Practice Manager

Position Summary

The Practice Manager is a dynamic leader responsible for overseeing the daily operations of the clinic. This role ensures that the office functions efficiently, maintains regulatory compliance, and operates within budgetary guidelines. The Practice Manager leads a diverse team, drives staff development, and creates a welcoming environment for both patients and employees.

Key Responsibilities

Operational Leadership:

• Direct day-to-day office activities to ensure efficient and effective operations.
• Serve as the primary point of contact for staff, mediating issues and implementing operational improvements.

Team Management and Development:

• Recruit, hire, and train new employees, ensuring they understand HIPAA, OSHA, and other regulatory requirements.
• Track and analyze key performance indicators (KPIs) for all employees, providing actionable insights and recommendations to enhance performance and align with practice goals.
• Lead regular team meetings and quarterly one-on-one sessions to set goals, provide feedback, and foster professional growth.
• Maintain a high-performance team environment that promotes excellent customer service and a positive work culture.

Financial Oversight:

• Manage office budgets in collaboration with the Practice Administrator and CFO.
• Oversee bank reconciliation processes and monthly purchase order lists for medical supplies.
• Ensure proper coding and billing procedures are followed to maximize reimbursement.

Regulatory Compliance and Quality Control:

• Ensure the office adheres to all local, state, and federal regulations.
• Implement and enforce policies, operational protocols, and quality guidelines.

Communication and Coordination:

• Clearly communicate practice goals and any policy changes to the team.
• Coordinate provider schedules, manage staffing coverage needs, and oversee commission report processing.
• Act as a liaison between the clinic staff and senior management during bi-monthly leadership and financial meetings.

Administrative Support:

• Address and resolve operational and personnel concerns promptly and effectively.
• Oversee onboarding processes, including initial safety and operational training.
• Assist with office maintenance and ensure all computer systems function optimally by liaising with IT support when needed.

Essential Qualifications and Skills

Leadership & Management:

• Proven ability to lead diverse teams and manage multiple projects simultaneously.
• Strong decision-making, analytical, and problem-solving skills.

Communication:

• Exceptional verbal and written communication skills, with a professional and approachable demeanor.

Technical Proficiency:

• Skilled with Microsoft Office Suite (Excel, Word, PowerPoint) and various administrative software programs.

Industry Knowledge:

• Working knowledge of cosmetic procedures, billing protocols, medical terminology, and insurance as well as self-pay systems.

Personal Attributes:

• Creative, resourceful, and proactive in identifying and resolving issues.
• Consistently maintains a professional attitude and high level of integrity.

Work Environment

The Practice Manager will cultivate a safe, welcoming, and high-performance environment that supports both patient care and employee satisfaction. This role is ideal for a proactive leader with a strategic mindset and the ability to balance operational excellence with compassionate team management.

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