Clinical Operations Manager

AESTHETX; Los Gatos (CA); On-site; USD 110,000 - 150,000; Full time

Benefits offered by this job

Generous PTO

401(k) with Employer Match

FSA & HSA options

Life Insurance at no cost

Disability coverage

Complimentary aesthetic services

Kitchen and snacks

Job summary

Aesthetx is seeking a Clinic Operations Manager to lead the clinic floor, overseeing front desk, MA, and provider-support staff to ensure on-time operation and exceptional patient experience.

You will manage daily workflow, run the morning huddle, monitor rooming and intake, and coordinate with leadership on staffing and provider scheduling, while upholding HIPAA and standards.

Qualifications

• 3+ years of clinical operations or team leadership experience.
• Experience managing front desk and medical staff.
• Strong knowledge of outpatient clinic workflow.
• Proficiency with EMR systems, preferably Nextech.
• Excellent interpersonal and communication skills.
• Ability to identify and resolve bottlenecks quickly.

Responsibilities

• Directly supervise and develop the front desk, MA, and provider support teams.
• Own daily clinic flow and address delays before they impact care.
• Lead morning huddle and set priorities for the day.
• Ensure rooming, vitals, and intake meet standards for every provider.
• Coordinate provider scheduling and staffing with GM/Medical Director.
• Uphold HIPAA and clinical compliance across the floor.

Skills

People leadership

Clinic workflow

Communication

EMR systems

Scheduling

Conflict management

Education

Healthcare certification (CMA/RMA)

Tools

Nextech EMR

Scheduling platforms

Job description

Aesthetx is a specialized plastic surgery and dermatology practice serving Bay Area clientele from Silicon Valley to Marin — and we're not your typical clinic. We've built something different: a team of highly trained experts who are obsessed with outcomes, grounded in science, and deeply committed to the patient experience. Every treatment, every touchpoint, every hire is held to that standard.

Our vision: To set the standard for aesthetic medicine where scientific innovation, collaborative care, and outcomes define exceptional, personalized patient care.

We hire people who take their craft seriously — clinicians, operators, and leaders who want to be part of building something exceptional. If you're a leader who gets energy from developing your team, running a tight operation, and creating an environment where both staff and patients feel like they're in the right place — you'll find your people here.

What drives us:

High-Touch Collaboration: We succeed together. Across sites, departments, and disciplines — no siloes, no egos.

Scientifically Backed: Every treatment and decision is grounded in evidence. We don't cut corners on outcomes.

Patient Obsessed: The patient experience is never an afterthought. It's the filter every operational decision runs through.

Role Summary

The Clinic Operations Manager is the operational and people leader of the Aesthetx clinic floor. This role owns the daily functioning of the patient-facing environment — managing the front desk team, medical assistant team, and provider support staff, and ensuring that the clinic runs on time, at standard, and with the kind of patient experience that keeps people coming back.

This means knowing every team member's performance, every patient's status, and every bottleneck in the clinic operations — and doing something about all three before they become problems. This is a hands‑on leadership role. The best person for this job is visible, respected by the team, trusted by providers, and relentlessly focused on running a great clinic.

Core Responsibilities

People Management — Front Desk, MA & Provider Support Teams

• Directly supervise and develop the front desk team, medical assistant team, and provider support staff — own their performance, their engagement, and their growth
• Set clear expectations for every role on the team: what good looks like, how it is measured, and what happens when the standard is not met
• Conduct regular 1:1s and performance check‑ins with direct reports — feedback is specific, timely, and documented; no one is surprised by a performance review
• Lead hiring and onboarding for front desk and MA roles in coordination with HR — ensure new team members are trained to Aesthetx standard before going independent
• Manage scheduling and coverage for all clinic floor staff — ensure every shift is appropriately staffed and that gaps are filled before they impact patient care
• Address performance issues promptly and in partnership with HR — coaching plans, PIPs, and disciplinary actions are initiated when warranted, not delayed
• Recognize and reward high performance — create an environment where people feel seen, invested in, and motivated to stay

Clinic Flow & Patient Experience

• Own daily clinic flow from open to close — monitor schedule adherence in real time, identify delays, and make staffing and sequencing adjustments before they cascade
• Run the morning huddle every day: confirm the schedule, assign rooms and staff, flag high‑complexity appointments, and set the team's priorities for the day
• Ensure patient rooming, vitals, and intake are completed on time and to standard before every provider encounter — the provider should never be waiting on the room
• Monitor patient wait times and proactively communicate with front desk and clinical staff when the schedule is running behind — patients are informed before they have to ask
• Identify and elevate recurring flow bottlenecks to the GM/Practice Manager with proposed solutions — not just problems
• Ensure smooth handoffs between front desk, clinical team, and checkout — no patient falls through the cracks between departments
• Step into operational gaps as needed — this is a working manager role; the Clinic Manager does not sit behind a desk when the floor needs support

Provider Team Support

• Act as the primary operational liaison between providers and the clinical/front office teams — surface staffing concerns, room readiness issues, and schedule problems before they reach the provider
• Ensure providers have what they need to run on time: rooms prepped to their preference, correct instruments and supplies, intake documentation complete, and support staff ready
• Gather and act on provider feedback regarding team performance, room setup, and patient flow — close the loop with the team and with the GM
• Coordinate with the Medical Director and GM on provider scheduling changes, coverage needs, and clinic‑level operational adjustments
• Escalate clinical concerns, patient safety events, or scope‑of‑practice questions to the appropriate provider or Medical Director immediately

Training, Standards & Compliance

• Own the clinical and operational standards for the clinic floor — document processes, train to them consistently, and audit for compliance
• Ensure all MA and front desk staff are current on required certifications, HIPAA training, and Aesthetx‑specific compliance requirements — no lapsed credentials on the team
• Conduct or coordinate onboarding training for all new clinic floor hires — new staff do not go independent until they have demonstrated competency
• Monitor adherence to sterile technique, infection control, and patient safety protocols during in‑clinic procedures — elevate any breaches immediately
• Maintain documentation standards for the team: rooming logs, incident reports, and daily checklists are completed accurately and on time

Culture, Communication & Operational Excellence

• Set the tone for the clinic culture — model the professionalism, warmth, and accountability that Aesthetx expects from every team member
• Communicate leadership directives to the clinic floor clearly and consistently — the team should never feel like they're the last to know
• Facilitate regular team meetings and briefings: share performance data, recognize wins, address patterns, and align on priorities
• Surface team concerns, morale issues, or operational friction points to the GM before they become retention problems
• Maintain a feedback‑forward culture: team members give and receive coaching as part of daily work, not just during formal review cycles

Qualifications

Required

• 3+ years of experience in a clinical operations, medical office management, or team leadership role — experience managing both clinical (MA) and administrative (front desk) staff required
• Demonstrated track record of directly managing and developing a team of 5+ people, including performance management, hiring, and retention
• Strong understanding of clinic workflow in an outpatient or ambulatory care setting — plastic surgery, dermatology, or aesthetics experience a significant plus
• Proficiency with EMR systems and scheduling platforms — Nextech experience strongly preferred
• Excellent interpersonal and communication skills — able to build trust with clinical staff, front desk teams, and providers simultaneously
• Comfort managing conflict, delivering direct feedback, and holding people accountable with professionalism and empathy
• Demonstrated HIPAA knowledge and commitment to patient privacy and clinical compliance

Nice to Haves

• Medical Assistant certification (CMA, RMA) or clinical background — understanding the MA role from the inside makes this leader significantly more effective
• Experience in a multi‑provider, high‑volume aesthetic, dermatology, or plastic surgery practice
• Familiarity with patient satisfaction measurement tools and experience improving service scores
• Experience with staff scheduling software and workforce management
• Bilingual (English/Spanish) a plus given our Bay Area patient population

Core Competencies

• People Leadership: Manages with clarity and consistency — expectations are set, performance is addressed in real time, and every direct report knows exactly where they stand and what is expected of them.
• Clinic Flow Mastery: Sees the full patient journey from check‑in to checkout and owns the conditions that make it run on time. Identifies bottlenecks before they become delays and adjusts staffing, rooms, and sequencing proactively.
• Team Development: Invests in the growth of front desk, MA, and provider support staff — through regular coaching, clear feedback, and creating pathways for people to get better at their jobs.
• Patient Experience Mindset: Understands that the operational environment is the patient experience. Holds the team to a warm, professional, and consistent standard at every touchpoint — not just when leadership is watching.
• Cross‑Functional Execution: Works fluidly between clinical, front office, and administrative functions. Translates direction from GM and Medical Director into clear daily priorities that the team can execute.
• Composure Under Pressure: Stays calm and solutions‑focused when the clinic is full, staff call out, or a patient escalates. The team looks to this person to set the tone — and they always set the right one.

Benefits

• Generous PTO + 8 Paid Holidays
• 401(k) with Employer Match
• FSA & HSA options
• Life Insurance at no cost to you
• Short & Long‑Term Disability coverage
• Complimentary aesthetic services including Botox, facials, and more, plus discounts on our full product and treatment menu
• Gourmet coffee, fresh snacks, and a fully stocked kitchen every day
• Frequent catered team lunches
• Themed employee events and celebrations throughout the year