Aesthetic front desk manager is an administrative position that oversees the day-to-day operations of Nubo Med Spa and any future locations.
They are responsible for managing all practice and suite business systems, personnel, marketing and related patient services.
The manager should be able to budget and be familiar with basic accounting.
The Practice Manager must understand the regulatory aspects of operating a medical office, medical spa and sustaining relations with reps and other medical professionals within the practice and industry.
The Practice Manager should have an excellent command of Human Resource Management and regulations.
The Practice Manager should have social media content marketing & advertising expertise,
The Practice Manager is responsible for the long-term vision and operation of the office and for implementing process initiatives to improve efficiency of services and patient experience. The Practice Manager will report directly to the practice founder and owner.
Job Responsibilities
General
- Uphold, manage and implement practices that support the practice’s overall mission.
Exemplify the mission, vision, and values of the organization.
- Report to and collaborate with the president/owner to promote fiscal accountability, develop and revise policies, and develop growth initiatives.
- Organize and lead company-wide meetings, including agenda preparation and writing of meeting minutes.
- Continually evaluate current practices with the goal of creating strategies for further improvement.
- Collect and analyze data related to performance improvement projects.
- Demonstrate effective communication, consultation, negotiation, and collaboration skills with the vendors, surgery center and other stakeholders.
- Perform duties as assigned by the president/owner
- Act as liaison for cosmetic patients re: pricing, coordinate scheduling, monitor patient satisfaction and experience
Personnel
- Develop, administer and review job descriptions, the personnel policy manual and benefits plan annually.
- Ability to hire, discipline and terminate staff.
- Direct the orientation and training of new staff.
- Direct the development of employee salary, incentive and raise structure.
- Develop and utilize a performance appraisal system.
- Oversee new employee orientation program.
- Evaluate staff performance and conduct performance evaluations with staff on a regular basis.
- Continually evaluate staffing levels and make recommendations to the owner/president.
- Structure staff perquisites and reevaluate on a regular basis.
Operations
- Act as facility manager to direct lease agreements, equipment and maintenance leases, etc.
- Oversee implementation and maintenance of the information system, as well as training.
- Continually evaluate the efficiency and waste minimization of patient flow and other office operations to determine a more cost effective way of completing tasks. Ensure staff adherence to do the same.
- Direct modifications of procedural paperwork (patient- and office-related forms, etc).
- Maintain good relationships with outside vendors, contractors and suppliers.
Financial
- Develop a cost accounting methodology to determine actual costs per case, as well as a cost center methodology for procedures and skin care.
- Perform at least annual analysis and modification of the fee schedule.
- Ensure a proper inventory management system is in place for all products and suite supplies
- Perform cost/benefit analyses for all capital equipment purchases.
- Maintain good relationships with outside financial services (e.g., bookkeeper, accounting firm, bank, benefits manager, and 401K plan administrator).
- Design meaningful reports and discuss with the owner/president the potential areas of improvement and revenue enhancement.
- Prepare prospective analyses of the impact of marketing initiatives.
- Monitor usage, effectiveness, costs of patient financing programs.
- Negotiate all contracts with outside vendors and service contractors, bidding out contracts as needed.
- Generate and analyze case reports and discusses areas of risk and revenue opportunity.
Risk Management
- Ensures HIPAA compliance within the office, staff members and external communication (including online and social media).
- Ensure compliance with all organizational policies/procedures, clinical standards of care, OSHA, federal, state and local regulations.
- Ensure compliance with labor law.
- Maintain strict privacy and confidentiality of all patient-, personnel- and company-related information.
Marketing
- Maintain detailed knowledge about the local market, practice demographics, referral stream, consolidation, integration, etc.
- Develop and maintain external relationships with spas, local organizations and referring practices, focusing on high-yield areas.
- Work with Patient Care Coordinators to enhance cosmetic patient revenue. Oversees implementation and maintenance.
- Oversee company internet and social media initiatives.
- Develop materials such as text blasts, emails, and visual fliers for marketing.
Complexity of Work
- Requires critical thinking skills, decisive judgment and the ability to work with minimal supervision.
- Must be able to work in an occasionally stressful environment and deal effectively with challenging personalities.
- Must have strong organizational leadership ability; capable of coordinating the interests of the owner/president toward the larger objective.
- Ability to maintain courteous and cooperative relations with patients, staff members and physicians.
- Must be available in case of emergency.
- Must be able to accommodate the variability of the office schedule and length of workday. Will involve working after usual business hours at times and on weekends (as needed, for emergencies).
Work Experience
- Previous experience managing a medical office, medical spa, aesthetic practice, or other complex medical organization.
Education
- Bachelor’s degree or higher preferred.
Job Type: Full-time or Part time (20-40 hrs per week, Salary may be discussed)
Schedule:
- Monday to Friday/Saturday (We are open to see clients Wednesday-Saturday 10 am- 5 pm currently)
- Optional Admin days as necessary are Monday and Tuesday 9 am to 4 pm
- Market range for this position is $32-$40 per hour.
Experience:
- Management: 3 years (Required)
Ability to Commute:
- Berkeley/Kensington California (Required)
Work Location: In person
- Bilingual proficiency is an advantage for interacting with diverse guests
Job Types: Full-time, Part-time
Pay: $32.00 - $38.00 per hour
Expected hours: 20 – 40 per week
Shift:
Ability to Relocate:
- Berkeley, CA 94707: Relocate before starting work (Required)
Work Location: In person
