Aesthetic Medical Office Manager

Job description:

We are looking for a highly qualified senior office manager to serve as our medical aesthetics practice administrative and operations leader. In this salaried position you will be responsible and accountable for all non-medical aspects of the day-to-day operation of the practice. You will report directly to the practice’s physician/owner as a member of the management team.

About our practice:

Our practice has been a thriving medical aesthetics business for over 10 years. By taking the time to understand every patient’s unique needs, focusing on high quality outcomes, and always putting patient safety and comfort first, Source Medical Aesthetics has built a large and loyal patient following. Source performs a wide variety of minimally or non-invasive medical and non-medical procedures such as injectables for wrinkle reduction and facial contour improvements, laser hair removal, skin tightening, laser peels and a number of other light-based skin therapies. We also perform CoolSculpting and other targeted fat reduction procedures, vein treatments, PRP for hair regrowth, vaginal rejuvenation, microdermabrasion, facials, as well as many other popular and effective treatments. We also stock a large variety of specialty retail products designed to our own exacting standards.

Dr. Kristine Krever is the practice owner and primary medical provider. The practice also has 2 aestheticians on staff. This high quality team of providers is supported by 2 medical assistants as well as 4 additional administrative staff members. This team is a fun, energetic and cohesive group of professionals.

Formerly known as “The Center for Aesthetic Medicine at Colts Neck”, in July of 2021 the practice was rebranded as “Source Medical Aesthetics'' and expanded the operation significantly, investing in a purpose-built, brand new, state of the art facility as well as adding both medical and non-medical practitioners to the staff. Our business is strictly cash-based, meaning that we do not need to perform medical coding, billing or insurance management, vastly simplifying office processes. Due to the nature of our procedures, we are extremely fortunate that patients are normally excited to be visiting and happy when leaving. This is an excellent opportunity for an operations leader to influence the direction of this practice, ensure excellent patient experiences, maintain high quality standards, and ultimately help drive its financial success. Visit us at www.SourceMedicalAesthetics.com and check out our reviews on Google.

About the Job:

As our medical office manager, you must demonstrate leadership skills, excellent organizational skills, the ability to multitask, and the ability to perform well while maintaining professionalism in stressful situations. We are looking for a team member who exhibits a sense of personal ownership and pride in leading a well-organized practice and an efficient operation. It is of primary importance that you are a fast-learning, self-motivated and creative problem solver who is willing to take on any task and resolve matters independently. This practice needs a strong leader that brings their past experiences to bear and becomes part of the management team to help guide and improve the practice, while ensuring the physician / owner is not overburdened with administrative matters.

It is expected that you are able to communicate effectively with physicians, staff and patients, while maintaining a positive, professional environment. You will adopt the practice philosophy of focusing on patient safety and comfort, ensuring quality outcomes, and treating every patient as a unique and important individual. You will also ensure the practice operates in compliance with current healthcare regulations, medical laws, employment laws and the highest ethical standards. It is required that you have a high degree of computer systems literacy and comfort.

Upon demonstrating your abilities and delivering a measurable impact over the course of at least one year, the practice is open to promoting this role to a profit sharing role or pursuing other forms of variable compensation to ensure that this position benefits from the practice’s overall success.

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Responsibilities:

Leadership

• Supervises, delegates, trains, and evaluates non-medical staff.
• Hires and on-boards new staff members. Processes terminations if required.
• Manages employee scheduling, including approving time off.
• Improves, develops, implements and enforces office policies and procedures.
• Ensures medical providers are not overburdened with administrative matters.
• Reports practice status, risks, opportunities, financials, and operational matters to the owner on a regular basis.
• Holds administrative staff meetings to ensure alignment, awareness, address concerns, perform training, etc. on relevant and timely topics as required.
• Opportunity to get involved in marketing strategy / execution if desired

Administrative Operations

• Oversees front office operations, including patient relations / appointment scheduling.
• Acts as the primary point of escalation for patient questions and concerns.
• Ensures quality of practice data, electronic patient records, patient photos, and financial records.
• Manages patient memberships and gift card programs.
• Oversees and performs data entry and processing as required.
• Establishes productive relationships with key medical and pharmaceutical vendors, other physicians’ offices, local businesses, and support teams (e.g. software vendors, medical device providers, etc.).
• Manages office inventory and orders medical, retail and office supplies.
• Arranges and supervises normal building maintenance matters (cleaning, snow-removal, extermination, landscaping, etc.).
• Arranges and supervises emergency maintenance visits for the building.
• Arranges and supervises information technology support and visits as required.

Financial Operations

• Manages employee payroll and compensation matters.
• Works with medical providers to prepare patient pricing proposals.
• Deals with patient account matters and collections if required.
• Makes deposits and manages banking relationships.
• Understands and reports on key practice financial positions and metrics.
• Reconciles all financial account information to ensure accuracy.
• Seeks every opportunity to reduce practice expenses.
• Pays medical office bills.

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Skills / Behaviors:

• Personal accountability and ownership
• Independent thinking, learning and execution
• Detail oriented and organized
• Confident, friendly, positive
• Pride in quality of work and success of the practice
• Proven work experience as a medical office manager / practice operations manager with direct staff management responsibilities
• Knowledge of accounting, data and administrative processes and principles with demonstrable track record of successful practice financial management
• Strong familiarity with patient relationship management and scheduling practices and software
• Strong familiarity with and comfort using cloud based applications (e.g. Google Drive, Google Docs) as well as office productivity software (e.g. Email, MS Excel, MS Word)
• Knowledge of medical aesthetic procedures, issues and terminology is a plus

Education and Experience Requirements:

• At least 5 years of medical office management experience is required
• At least 7 years of working in a medical setting is required
• Medical aesthetic or cosmetic surgery experience is highly preferred
• An associate or bachelor’s degree in healthcare management, business, or a related degree is required
• A master’s degree in healthcare management, business, or a related degree is preferred
• Certified Medical Manager (CMM) designation from the Professional Association of Health Care Office Management (PAHOM) or similar certification is preferred
• References may be requested prior to finalizing a job offer

Job Type: Full-time (40 hrs/wk), Monday - Friday

Job Type: Full-time

Pay: $50,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Paid time off

Application Question(s):

• Do you have management experience in the cosmetic medical, beauty or high-end services industries?

Experience:

• Medical office management: 3 years (Required)

Work Location: In person