Job Description

We are seeking a highly skilled Practice Manager to oversee the day-to-day operations of a dynamic medical office and medical spa. This role is responsible for ensuring smooth administrative workflows, financial oversight, regulatory compliance, and staff management across both the clinical and aesthetic sides of the practice. The Practice Manager plays a vital role in delivering exceptional patient and client experiences while supporting the practice’s growth and long-term success.

Key Responsibilities:

Operational Leadership

• Oversee daily operations for both the medical office and spa, ensuring efficiency and quality of care.
• Implement and maintain office policies, procedures, and systems to support seamless workflows.
• Ensure compliance with HIPAA, OSHA, medical board regulations, and industry standards.
• Monitor office technology, scheduling platforms, and practice management systems for accuracy and reliability.

Financial & Business Management

• Manage billing, insurance reimbursement, and accounts receivable.
• Oversee daily deposits, payment posting, reconciliations, and petty cash management.
• Assist in budget management, financial reporting, and performance monitoring.
• Coordinate vendor contracts, equipment, and supply management.

Insurance Administration

• Maintain thorough knowledge of payer contracts, CPT/ICD coding, and claim submission processes.
• Oversee secondary claims, unpaid claim resubmissions, and updates to provider panels.
• Monitor accounts receivable activity and lead regular follow-ups with staff.

Staff Leadership & Development

• Supervise front office, clinical, and spa staff to ensure accountability and team performance.
• Oversee recruiting, onboarding, training, and performance management.
• Maintain personnel files and HR compliance; manage schedules, benefits, and time-off tracking.
• Foster a collaborative, team-oriented culture focused on patient/client service.

Patient & Client Experience

• Champion a welcoming, professional environment for patients and spa clients.
• Respond promptly to concerns or issues to ensure a high standard of satisfaction.
• Implement quality assurance measures for both clinical and aesthetic services.

Practice Growth & Marketing Support

• Partner with leadership on marketing efforts, patient/client retention programs, and community engagement.
• Support new service line launches and help drive brand visibility through referrals, partnerships, and events.

Qualifications

• Bachelor’s degree in Business Administration or related field preferred.
• Minimum 5+ years of medical office management experience; exposure to medical spa or aesthetic operations a plus.
• Strong financial acumen with experience in billing, collections, and budget management.
• In-depth understanding of healthcare compliance, insurance administration, and practice operations.
• Proven ability to lead and develop teams in a patient-centered environment.
• Excellent communication, organizational, and problem-solving skills.

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