Practice Manager

Job Summary:

The expectation of a Practice Manager (PM) is of one who aspires to greatness. They are the backbone of the practice. The PM has a demanding and visible position requiring a broad range of experience and expertise. They must demonstrate strong knowledge of office management and operations, the medical aesthetics industry and the ability to assist in the development and execution of the business plan, growth strategy and leading teams. We want a team oriented leader who can partner with iLIFE™ in focusing the energy of the practice toward success. Someone who is dynamic, energetic, with a strong desire for personal achievement as well as the ability to lead, coach, teamwork and morale. Bilingual - English/Spanish preferred.

Duties and Responsibilities:

Day-to-day operational, marketing and financial functions ensuring that daily systems are in place and operating effectively to provide excellent patient care, superior service, and optimal practice productivity and profitability. The role is an executive level business position responsible for all aspects of the practice and day-to-day operations.

1. Patient Service:

a. Manages the patient experience ensuring it is perfected (company culture as it applies to phones, greeting, patient conversions, wait times, consultation, coffee/water, educational material, loyalty and promotional programs, not limited to).

b. Knowledge of all products and services and ensuring the staff is educated and is communicating this information to the patients. Coaching to developing the value of treatment plans.

c. Makes sure that patients understand the value of the services, how this benefits them and everything that the business offer. The WHY, unique value proposition.

d. Handles all patient complaints and makes appropriate decisions to remedy without compromising the integrity of the practice.

e. Tracks patients throughout their time in the practice to help maximize experience and sales

2. Operations & Finance

a. Designs and implement policies and procedures

b. Prepares annual budget, liaison with accountant/business manager

c. Prepares a review and analysis of monthly financial statements against business & sales plan

d. Cost reduction

e. Trends payment amounts and identifies areas of opportunity

f. Reviews bills for accuracy

g. Ensures staff is scheduled appropriately to balance between patient care and personnel costs

h. Ensures patients are scheduled appropriately to provide high-level care, minimal wait times, and high profitability

i. Conducts through inventory audits to always have an accurate on hand count without having excess product / supplies

j. Working with the medical lead to ensure service and safety standards

k. Maintains all maintenance and safety logs

l. Is the ambassador for the practice in the community by attending local events and creating strategic partnerships

3. Personnel Management/HR

a. Manages all staff and work with multiple physicians, providers and behaviors

b. Ensures staff has the tools and training needed to be successful

c. Ensures new hires properly trained and onboarded consistently

d. Conducts or assigns someone to run daily huddles communication is key to success.

e. Coordinates monthly staff meetings based on data and facts. What is working and what is not? What changes are designed for optimal growth of the practice as well as staff knowledge and skills?

f. Responsible for recruiting, hiring, creating performance improvement plans, firing.

g. Supervision including salary review and performance appraisals

h. Is the cheerleader for the practice always keeping the moral up and moving in a positive direction

i. Communicates daily ,weekly, monthly goals and coaches employees through the process

j. Maintain low employee turnover to maximize consistency in the practice

4. Office Management:

a. Works closely with MSO to analyze business metrics and make changes accordingly.

b. Works closely with outside consultants as needed

c. Develops and maintains core relationships with vendors, sales reps to ensure success with products/services/technology and utilizing all savings available

d. Leads process improvement initiatives and makes sure changes are implemented and executed timely

e. Payment and collections

Position Requirements:

• Must have the ability to understand the goals of the practice and work to create the plan of action to obtain the goals independently and with the physicians
• Must stay current with market trends that may impact the business, laws, products and services
• Professional attire a must.
• Experience and attitude with the ability to relate well with patients, physicians, employees and other professionals
• Strong business acumen
• Ability to adapt and work in fast paced environment – solutions oriented
• Versatility and strong communication skills
• Dedicated to the vision and practice goals
• Must have the ability to remain calm and exhibit tact in stressful and/or delicate situations
• Must have the ability to handle confidential issues

A PM must demonstrate the following traits:

1. Industry Knowledge – fulfilling the responsibilities of a PM requires clear understanding of the aesthetic industry, including technology, analytics, fees and finances, AR/AP, reports, retail sales, marketing and customer service.

2. Loyalty – The PM must always act in the best interest of the company and the company goals. If he or she wants to be “one of the gang” supervisory responsibilities are compromised.

3. Fairness – a successful leader has the ability to objectively handle uncomfortable situations, be that conflicts with employees or unhappy staff and be able to problem solve.

4. Business Acumen – Solid understanding of profit and loss statements, existing systems and programs, financial policy, patient financing, sales, marketing, and great communication skills.

5. Confidentiality – Scrupulously maintains the confidentiality required for financial, patient, and employee information.

6. Honesty – The PM will set the standard and become a role model for the practice. Open door policy. Listens and leads by example.

7. Professionalism – Professional appearance, business attire and matching behavior is key. They are the face of the entire business: they should look and act the part.

8. Empathy – Understanding that you ae managing people and not just numbers being able to listen to what challenges they are facing and helping them overcome them will lead to employee retention which is key to growing any business.

Education and Experience Requirements:

• College degree required
• 5 years’ experience in healthcare management, preferably running an aesthetic practice: medical spa, plastic surgery or cosmetic dermatology
• Believe in our Mission, Vision, and Values (featured below)

iLIFE MISSION:

“Our mission is to create an intelligently impactful difference in people’s lives, adding years full of vigor, health and happiness”

iLIFE VISION:

“We envision leading a global shift towards more intelligent life choices, made possible through teaching self-awareness and the use of wellness solutions, which lead to a more fulfilled longevity. We use root cause medicine and technology to battle the elements of our environment so as to not succumb to our chronological age”

iLIFE VALUES:

“We value the patients we serve by providing them with the highest level of care coupled with honesty and integrity thereby gaining lifelong friends with client trust, all leading to our mission of adding years full of vigor, health and happiness to their lives”

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• Employee discount
• Flexible schedule
• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $50,000