Practice Manager

Skin Synthesis is a small business with <5 employees looking for a passionate and experienced full-time Practice Manager who is interested in joining a growing collaborative practice.

Who are we? Skin Synthesis is a luxury, boutique medspa in Seattle, WA. We believe aging is a privilege and are passionate about living well. While aesthetic medicine is dependent upon clinical results deeply rooted in evidence-based science, it is also an art. But Skin Synthesis' core is all about the relationships we build and maintain over the course of time with our patients. Our mission is to connect, grow, and transform lives. Skin Synthesis is more than an aesthetic clinic; it is a safe place, a sanctuary, and a retreat. The work we do goes far beyond one's physical appearance. We strive to improve the quality of our patient's lives.

Who we seek? We are seeking a practice manager who is passionate about people leadership, measuring & exceeding business metrics, and ensuring world class care is provided to all our patients. They should possess an entrepreneurial mindset, outstanding communication skills, and be highly self-motivated. Candidates excel in their ability to build rapport with patients and healthcare professionals and establish strong partnerships with the aesthetic community. They are meticulous and seek excellence in all that they do. Candidates must have a hunger for lifelong learning and ongoing professional development.

Position Overview:

The practice manager is a visionary leader with excellent communication & project management abilities who is as passionate about achieving results as they are developing their people.

Essential Functions:

Operations:

• Growth mindset with ability to balance focus on current business with expansion initiatives.
• Highly analytical decision maker with the ability to balance creative vision with business strategy.
• Experience creating short- and long-term strategy in a fast-paced dynamic environment.
• Possess extensive knowledge on practice management that align with Skin Synthesis’ mission and values.
• Guide business decisions by staying on top of aesthetic medicine trends.
• Implement retail/marketing strategies to drive top-line growth and bottom-line profitability.
• Analyze and assess business to identify opportunity and consistently improve.
• Continually develop playbook and processes to develop a high performing team.
• Drive retail operational excellence and standards across all roles.
• Build, develop, and lead high performing teams that exceed targets across all roles.
• Implement marketing and community initiatives based on prescribed frameworks.
• Host brand training with team members and industry partners.
• Work with team to ensure retail operations are meeting brand standards.
• Oversee workforce management and scheduling.
• Create and maintain all clinic organizational systems.
• Lead project management needed for new and existing initiatives and projects.
• Organize, update, and expand Skin Synthesis’ Operational Policies & Procedures Manuals to ensure compliance.

Administration:

• Maintain efficient patient scheduling and practice flow to ensure a positive patient experience.
• Monitor appointments and bookings and highlight any problems or troughs in business.
• Maintain all official agreements and documents related to Skin Synthesis clinic, equipment and/or services.
• Ensure that all legal documents necessary to doing business are complete, filed appropriately and maintained.
• Establish and maintain relationships with vendors and sales representatives.
• Competently use Microsoft Office (proficient with Outlook, Word, Excel).
• Manage electronic medical record system (bonus if experienced with Zenoti).
• Possess the ability to learn new technologies.
• Perform support functions required for clinic, including phone coverage and front desk back-up.

Marketing:

• Develop Skin Synthesis’ marketing strategy and ensure consistent branding is being portrayed.
• Establish and maintain a social media policy with all staff; ensure compliance.
• Produce external marketing campaigns, managing web and social media presence, creating content and collaborating with Skin Synthesis team to optimize engagement from patients.

Financial:

• Manage inventory efficiently and ensure stock and assets are kept safety under lock and key; ensure compliance.
• Create, maintain, and interpret financial reports and provide expertise on projected revenue vs expenses.
• Use financial plans for spotting trends, measuring productivity, and monitoring progress; utilize findings to determine impact on monthly payroll.
• Project and maintain acceptable payroll commitments.
• Minimize or eliminate losses through negligence with monitoring programs.
• Control ongoing service and product margin analysis to ensure profitability. Implement opportunities for managing operational costs and boosting the bottom line.
• Implement practice product and service purchasing standards and ensure compliance.
• Administer staff and patient scheduling to maximize both revenue generation and profitability and patient experience.

Leadership:

• Highly detail-oriented, excellent organization, communication and people management skills.
• Player-coach leadership ability with focus on critical thinking and problem solving.
• Develop a recruitment strategy for effective recruiting, screening, interviewing, and hiring.
• Authorize leave for all staff, accommodating requested leaves where applicable, ensuring that the clinic’s demands and bookings are met.
• Develop value-based proposals and maintain internal staff retention programs.
• Implement ongoing skills training to ensure service standards are being upheld.
• Develop and monitor job descriptions and staff goal planning.
• Create and maintain staff contracts, ensure accuracy and compliance.
• Perform biannual staff evaluations with proposed action plans and performance goals.
• Provide professional coaching to facilitate ongoing staff development.
• Ensure all providers are fully trained and clinically competent to provide the patient care.
• Demonstrate exceptional professionalism for the staff to emulate and create a motivating environment and healthy work culture.
• Manage employee benefit plans, processes payroll, and maintains employee records.
• Coordinate all clinic events including team meetings, employee recognition, and education/training meetings.

Professional Responsibilities:

• Exhibit a high degree of courtesy, tact, and poise at all times.
• Treat all patients and team members with respect and integrity.
• Maintain patient confidentiality.
• Possess a thorough working knowledge of all Skin Synthesis’ medical protocols, standard operating procedures, and policies.
• Evaluate the effectiveness of existing clinical policies/procedures and suggests improvements.
• Participate in meetings, conferences/seminars, promotional events, trainings and other educational and business events on a regular basis.
• Commitment to achieving established clinic goals provided by the owner.
• Collaborates with all medspa teammates to ensure the growth of the business and the integrity of the Skin Synthesis’ mission and vision.

Team Responsibilities:

• Thrive in a fast-paced environment with the ability to remain calm and focused.
• Organize and prioritize tasks with minimal oversight.
• Understand the meaning and importance of collaboration within a high functioning team.
• Possess exceptional communication skills and ability to make intelligent decisions.
• Provide excellent communication to both patients and teammates.

Education/Training:

• High school required; college coursework in healthcare or business strongly preferred.
• Minimum 5 years of experience in an administrative position with at least 2 years functioning in healthcare with direct customer service.
• Work experience should show a progression of increased responsibilities.

Benefits:

• Compensation is salary based on experience
• Health, dental, vision insurance
• Employee discounts on treatments and products
• PTO Benefits
• Ongoing training program
• Growth opportunities
• A beautiful working environment with a stellar team

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Occasionally stand, walk, use hands and fingers, handle or feel, reach with hands and arms, climb or balance, stoop, knee, crouch, or crawl, talk and hear.
• Occasionally lift and/or move up to 20 pounds and occasionally lift/or move up to 30 pounds.

Exposure to Hazards:

Exposure to chemicals and disinfectants. Exposure to bodily fluids, latex, as well as a risk to exposure of Infectious Disease.

Vaccination:

Skin Synthesis is consistent with state public health orders and policies, requiring employees to show proof vaccination. Medical and religious exemptions from the COVID-19 vaccine are available to those who qualify. Employees who have approved exemptions must follow additional protocols where required, such as enhanced COVID-19 testing, mandatory vaccine-related education/discussions, and/or other infection prevention requirements in accordance with company policy, CDC or state and local public health government orders.

Diversity, Equity, and Inclusion:

Skin Synthesis is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We seek to hire on the basis of merit, competence, performance, and business needs.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Type: Full-time

Pay: $85,000.00 - $110,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Ability to Commute:

• Seattle, WA 98115 (Required)

Ability to Relocate:

• Seattle, WA 98115: Relocate before starting work (Required)

Work Location: In person

Salary : $85,000 - $110,000