Operations Lead

Medimorph; Covington (KY); Presencial; USD 55.000 - 75.000; Jornada completa

Descripción de la vacante

Medify Aesthetic Partners in Covington, KY is seeking an Operations Lead to manage day-to-day operations at the location and oversee the five accountabilities: leadership, service delivery, efficiency, integration, and infrastructure.

You will coordinate the PES, Concierge, providers, and staff; maintain schedules, onboarding, and KPI reporting; ensure HIPAA compliance and a smooth patient journey.

Formación

• 1–3 years in healthcare operations.
• Experience leading a team and coordinating daily work.
• Familiarity with HIPAA and OSHA requirements.

Responsabilidades

• Lead daily operations and set priorities.
• Manage scheduling, onboarding, and timekeeping.
• Monitor KPIs and report to Senior Operations Leader.
• Ensure patient journey and HIPAA compliance.
• Implement SOPs and process improvements.

Conocimientos

Healthcare ops

Team leadership

Process optimization

EMR/POS systems

Microsoft Office

HIPAA compliance

Herramientas

EMR/POS

Practice mgmt software

MS Office

Descripción del empleo

The Operations Lead runs day-to-day operations at their location and carries out the five accountabilities of the Operations seat: leadership and accountability, service delivery and the patient journey, process efficiency, integration, and business infrastructure.

The Operations Lead is a distinct role, designed for locations that need daily operational coordination. The Operations Lead coordinates the team’s daily work. References in this job description to the Senior Operations Leader refer to whoever holds senior leadership accountability for Operations at the time. The Lead raises performance, conduct, and HR matters to the Senior Operations Leader rather than handling them alone.

The Lead does not give clinical direction to providers or override clinical judgment.

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Lead, Manage & Hold Accountable

Keep the team aligned to daily priorities and company standards.

• Run daily operations, including opening and closing readiness, schedule flow, and team communication.
• Lead daily huddles, set priorities for the day, and make sure the team knows what is expected.
• Coordinate the daily work of the PES, Concierge, providers, and support staff. These team members report to the Senior Operations Leader.
• Give real-time feedback on workflow and standards, and raise performance, conduct, and HR concerns to the Senior Operations Leader.
• Share day-to-day observations on workflow and adherence to standards with the Senior Operations Leader when asked.
• Support onboarding and training of new team members.
• Update staff schedules, PTO, and timekeeping.
• Track daily KPIs and share them with the team and the Senior Operations Leader.

2. Service Delivery & Patient Journey

Deliver a consistent, high-quality patient journey from first inquiry through scheduling, treatment, checkout, and follow-up.

• Monitor patient flow to minimize wait times, and keep handoffs between PES, Concierge, providers, and medical assistants clean.
• Ensure the Happiness System is completed for every patient: today’s sales billed out, the next appointment pre-booked, a skincare recommendation made, and the treatment plan captured.
• Work with PES and Concierge to fill provider schedules using waitlists, move-up lists, reactivation lists, and pre-booking.
• Resolve routine patient concerns and escalate significant issues and refund requests to the Senior Operations Leader.
• Monitor reviews and patient feedback and flag trends.
• Uphold clinical, operational, and brand standards, including HIPAA and patient privacy.

3. Process Efficiency

Follow and improve the workflows that keep the location consistent.

• Follow company SOPs and policies, and make sure the team does too.
• Flag workflow gaps, workarounds, and recurring errors at the location to the Senior Operations Leader.
• Help put new SOPs and process changes in place at the location.

4. Integration

Carry out company best practices and new initiatives at the location.

• Adopt the best practices shared across locations, and suggest new ones.
• Support operational readiness for new service lines, launches, promotions, and events.
• Learn new systems and software updates quickly, and help train the team.

5. Business Infrastructure & Support

Keep the location stocked, clean, and accurate behind the scenes.

• Technology and systems: Use EMR/POS, scheduling, and reporting systems accurately, and flag issues.
• Inventory: Monitor par levels, ordering, receiving, and counts, and report discrepancies.
• Facilities and equipment: Keep treatment rooms, retail areas, and workspaces clean, stocked, and patient-ready, and report equipment and maintenance needs.
• Financial controls: Complete daily end-of-day reconciliations and bank deposits accurately and on schedule, and elevate discrepancies.
• Vendors: Coordinate routine vendor visits and deliveries according to company policy.
• Compliance: Follow HIPAA, OSHA, medication handling requirements, and company policy, and report incidents promptly.

Key Measures of Success

• Location sales targets and provider productivity
• Schedule fill rate and pre-booking
• Happiness System completion
• Patient wait times, reviews, and feedback
• Clean daily reconciliations and on-time deposits
• Inventory accuracy
• SOP adherence

QUALIFICATIONS

• Experience: 1–3 years of experience in healthcare, medical aesthetics, or multi-provider practice operations, such as front office lead, patient coordinator, or assistant manager.
• Team coordination: Has experience leading huddles, training peers, or coordinating a team’s daily work.
• Operations knowledge: Understands patient flow, scheduling, checkout, and daily reconciliation.
• Systems: Is comfortable with EMR/POS and practice management software and Microsoft Office, and learns new systems quickly.
• Compliance: Has a working knowledge of HIPAA and OSHA, or is willing to learn them quickly.
• Strengths: Strong organization, follow-through, communication, and problem solving.
• Core values fit: Lives Expect Excellence: does what’s right, does what they say, and does it better every time.

REQUIREMENTS

WORK ENVIRONMENT & TRAVEL

• Works on-site at the assigned location for scheduled shifts.
• Travels occasionally for training, company meetings, or to support other locations.
• Must maintain a valid driver’s license and reliable transportation.
• Works in professional office, clinic, and medical-aesthetic settings.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this role. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to sit and perform computer-based work for extended periods, including prolonged use of a keyboard, mouse, and monitor.
• Regularly required to communicate clearly in person, by phone, and through video conferencing; must be able to exchange accurate information with employees, leaders, and vendors.
• Frequently required to move about office and clinic environments, including standing, walking, reaching, and using hands to handle documents and equipment.
• Occasionally required to lift, carry, push, or pull items weighing up to 25 pounds, such as a laptop bag, files, onboarding materials, or event and supply boxes.
• Specific vision abilities include close vision and the ability to read printed and electronic materials and view a computer screen for extended periods.
• Must be able to travel independently, including navigating airports, driving, and managing personal luggage and work materials.

WORK SCHEDULE

• Scheduled clinic hours, with flexibility required to meet the needs of a multi-site, scaling organization.
• Occasional evenings, weekends, or extended hours may be required to support clinical needs, location openings, or business-critical activity.
• Availability across multiple time zones may be required as the platform grows.

EEO STATEMENT

Medify Aesthetic Partners is an equal opportunity employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. Medify complies with the Americans with Disabilities Act (ADA) and provides reasonable accommodations to qualified individuals with disabilities.