Practice Manager

Cosmetic Physician Partners; New York (NY); On-site; USD 55,000 - 69,000; Full time

Benefits offered by this job

Health & Dental Benefits

401(k) Matching

Aesthetic Industry Perks

Competitive Compensation Package

Job summary

Cosmetic Physician Partners is seeking a highly motivated Practice Manager to lead the CPP-affiliated medical spa. You will guide staff, optimize operations, and drive growth and profitability while ensuring exceptional patient experience and compliance across HIPAA and safety standards.

You will implement SOPs, train teams, manage scheduling, CRM, and IT systems, and coordinate marketing efforts with the clinic team. A strong leader with collaborative style will thrive here.

Qualifications

• Strong leadership and team-building abilities.
• Proven track record in operations and process improvement.
• Experience with HIPAA/compliance and healthcare administration.
• Excellent communication and conflict-resolution skills.

Responsibilities

• Take ownership of office performance and operations.
• Create, implement and monitor policies and procedures.
• Supervise scheduling, staff training, and IT systems support.
• Lead monthly staff meetings and bi-weekly one-on-one check-ins.
• Manage HIPAA/compliance, patient care standards and safety.
• Oversee marketing, patient experience, and CRM activity.
• Coordinate finances, daily cash and reconciliations.
• Recruit, hire, develop and mentor staff; resolve performance issues.

Skills

Leadership & people management

Operations management

Customer service focus

Policy implementation

HR/payroll experience

Scheduling & IT systems

Tools

CRM software

Microsoft Office

Electronic Health Records

Job description

We’re looking for a highly motivated, experienced practice manager that has a track record of success with positive leadership, creating incredible culture, and contributing to the growth of the organization. The Practice manager is responsible for the smooth operations and sales management of the CPP- affiliated medical spa. The primary focus in this role will be to ensure streamlined operations while leading, motivating, and coaching the team to promote the overall growth and profitability of the clinic.

This individual will ensure excellent customer service, implementation of SOPs, training, employee scheduling, and implementation of IT systems support. The practice manager will focus on key business initiatives to improve the clinic’s performance and customer experience while promoting a positive and collaborative team culture.

Work Schedule:

This is a full-time position requiring 40 hours per week. The role is onsite with standard working hours. We believe in maintaining a healthy work-life balance while ensuring business needs are met.

Responsibilities:

• Take ownership of the entire office performance and operations.

• Create, implement, and monitor office policies and procedures.

• Ability to work occasional events and additional hours outside

• of normal office hours.

• Hire, performance manage, resolve disputes and grievances, and issue corrective action when appropriate.

• Support staff with day-to-day needs.

• Respond to and coordinate written communication in a timely fashion.

• Enter bills for payment daily and ensure all transactions have appropriate documentation.

• Manage Satisfied Patients and oversee social media.

• Coordinate all marketing aspects and manage marketing in clinic team.

• Troubleshoot daily issues with IT, equipment, database, patient accounts, office maintenance.

• Financial coordination - daily cash management and financial reconciliations done in a timely manner.

• Establish and lead monthly staff meetings and staff one-on-one meetings at a minimum bi-weekly basis. Host or delegate daily morning huddles and communication board.

• Ensure office is compliant with HIPAA , OSHA, medical laws, administrative, safety and office protocols. Supports and upholds existing policies and uncovers any areas of opportunity.

• Ensure high standard of patient satisfaction handles patient concerns quickly and efficiently to provide resolution.

• Personnel management including, HR, payroll processing and reporting, provider/contractor commissions, team building, staff development, mentoring, and motivating; Assist in the recruiting, hiring, orientation, development, and evaluation of staff.

• Ensure productive, team-oriented work environment free of harassment and other undesirable, non-productive behaviors.

• Ownership to develop clinic strategy to ensure achievement of all financial and other goals, e.g., EBITDA/profit.

• Engage, coach, develop, and motivate a cross functional high performing team of health care professionals, client service staff and business partners towards clinic goals.

• Schedule management - oversee daily staff and patient schedule, establish and maintain an efficient and responsive patient flow system between front and back office.

• Manage and review all inventory verification and ensure proper par level of supplies.

• Maintain lead/client lists/CRM to engage with return clients, and create return customer outreach marketing tactics.

• Represent the company in a professional manner and provide a respectful and positive interaction to customers, employees, owner, other CPP departments, professional associations and the public.

• Address personnel performance insufficiencies, develop and deliver corrective action plans and terminations when appropriate.

• Maintain facility licenses, certifications, and timely inspection arrangements for compliance.

• Coordinate necessary quarterly, annual, and biannual training.

• Maintain a leadership presence in the clinic by engaging with patients, employees, and practices leading by example with the ability to “wear many hats” and function in each non-medical role efficiently when needed.

• Responsible for facility cleanliness, hygiene, safety, and maintenance.

• Schedule vendor/internal meetings & training.

• Conduct orientation of new staff members and provide ongoing support and training.

• Ensure achievement of financial goals along with end of the month financial reconciliations.

• Promote retail products and services such that our clients are fully engaged with the breadth of what we have to offer.

• Focus on Key Operating Indicators – Revenue, Rebooking, Lead Conversion, Cross Fertilization, Client Retention Rate, Retail Sales, EBITDA, etc. Manage clinic performance through ownership of P&L results.

• Participate in ongoing practice management and leadership training opportunities.

• Uphold and exemplify the company’s core values.

• Other practice manager duties as assigned.

Qualifications:

• Decisive with an operational, implementation, and detail-oriented perspective.

• Superior interpersonal and communications skills.

• Communicate effectively and professionally in both oral and written form.

• Operational experience with an emphasis on cost control and effectiveness.

• Dedication to high-quality patient care.

• Computer savvy with experience in patient scheduling, Microsoft Office, (CRM and electronic health record desired).

• Strong problem-solving skills. Thinking strategically as well as tactically while being able to get creative and think outside of the box.

• Experience working with marketing to achieve revenue growth and to take advantage of new opportunities to grow the practice.

• Understanding of regulations and standards pertaining to quality assurance and patient care.

• Well organized with attention to detail.

• Excellent leadership, coaching, people management, and team development skills; “leads by example”.

• Ability to manage multiple projects to promote the practice.

• Work cohesively with CPP leadership and clinic owner to achieve initiatives related to overall clinic success.

Compensation:

The salary for this position ranges from $40 to $50 per hour , depending on experience, with additional performance-based incentives and benefits.

Benefits:

• Competitive Compensation Package – Offering a salary that recognizes your skills and experience.

• Health & Dental Benefits – Comprehensive coverage to prioritize your well-being.

• 401(k) Matching – Plan for the future with our generous 401(k) matching program.

• Aesthetic Industry Perks – Enjoy free and discounted services and products.