Practice Manager

Oak Brook, IL, United States

The Practice Manager is responsible for working with the business owner to oversee the clinical and administrative aspects of the practice, including practice profitability, revenue goals, and CORE metrics. This includes accountability for clinical quality of care, customer satisfaction, staff satisfaction, productivity, revenue enhancement, managed care performance, staff leadership, and ensuring adequate access for patients. The expectation of a Practice Manager (PM) is for someone 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 aesthetics industry, and the ability to assist in the development and execution of the business plan, growth strategy, and leading teams. A team-oriented leader who can focus the energy of the practice toward success. Someone dynamic and energetic, with a strong desire for personal achievement as well as the ability to lead, coach, and foster teamwork and morale. Works closely with the SMD, practice supervisors, and the Division Director, to ensure that IHA employees are of the appropriate number and mix of competencies, skill levels, educational and experiential backgrounds, and other qualifications. Responsibilities: • Streamline office systems including organizing filing systems, ordering office supplies, maintaining office equipment, scheduling team member meetings, and optimizing the organizational budget • Liaise with customers, service providers, vendors, and contractors, acting as the main line of communication • Manage office’s secretarial duties including leading day-to-day operations and overseeing administrative assistants • Carry out other human resources tasks and office administration duties when necessary • Facilitate office policies and procedures, ensuring they meet our organization’s standards Day-to-day operational, marketing, and financial functions to ensure 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. Reviews practice risk assessment regularly. Monitors continuing medical education of the team.Assures the practice's compliance with federal, state, and safety regulations. Ensures that the practice maintains a physician documentation and coding audit program. Accountable, with the Site Medical Director (SMD), for assuring compliance with patient and staff safety regulations. Supports the SMD and clinical leadership by producing plans for improving quality and patient safety. Patient Service • Manages the patient experience ensuring it is perfected (company culture as it applies to (but not limited to) phones, greeting, patient conversions, wait times, consultation, coffee/water, educational material, loyalty, and promotional programs. Ensures the patient satisfaction scores related to the office demonstrate continuous improvement. • Knowledge of all products and services, ensuring the staff is educated, highly trained and is communicating this information to the patients. The ability to coach to develop the value of treatment plans and the importance of long-term patient retention. Make sure that patients understand the value of the services, how this benefits them, and everything that the business has to offer. The WHY includes the unique value proposition (UVP). • Handles all patient complaints and makes appropriate decisions to remedy them without compromising the integrity of the practice. • Tracks patients throughout their time in the practice to help maximize experience and sales Operations Finance • Design and implement policies and procedures • Prepares annual budget, liaison with accountant/business manager • Prepares a review and analysis of monthly financial statements against business sales plan • Cost reduction • Trends payment amounts and identifies areas of opportunity • Review bills for accuracy • Ensures staff is scheduled appropriately to balance patient care and personnel costs • Ensures patients are scheduled appropriately to provide high-level care, minimal wait times, and high profitability • Conducts thorough inventory audits to always have an accurate on-hand count without having excess product/supplies • Works with the Medical lead to ensure service and safety standards • Maintains all maintenance and safety logs • Is the ambassador for the practice in the community by attending local events and creating strategic partnershipsPersonnel Management/HR • Manages all staff and works with multiple physicians, providers, and behaviors • Ensures staff has the tools and training needed to be successful • Ensures new hires are properly trained and onboarded consistently • Facilitates daily huddles with staff as communication is key to success. • 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? • Responsible for recruiting, hiring, and firing staff • Supervision including salary reviews and performance appraisals • Is the cheerleader for the practice–always keeping the morale up and moving in a positive direction • Communicates daily, weekly, and monthly goals and coaches employees through the process • Maintains low employee turnover to maximize consistency in the practice Office Management • Works closely with the practice owner to analyze business metrics and make changes accordingly. • Works closely with outside consultants as needed • Develops and maintains core relationships with vendors and sales reps to ensure success with products/services/technology and utilizing all savings available • Leads process improvement initiatives and makes sure changes are implemented and executed timely Payment and Collections Position Requirements • Must have the ability to understand the goals of the practice and work to create a 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 is a must. • Experience and positive attitude with the ability to relate well with patients, physicians, employees, and other professional • Strong business acumen • Ability to adapt and work in a fast 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 • Must be a strong leader, resourceful, strategic thinker, and a coach for the team Education Qualifications: • Must possess exemplary problem-solving, communication, and time management skills • Familiarity with Microsoft Office or similar systems • College degree required • 5 years of experience in healthcare management, preferably running an aesthetic practice: medical spa, plastic surgery, or cosmetic dermatology Compensation: $55,000 - $65,000 plus bonus

• Day-to-day operational, marketing, and financial functions to ensure 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. Reviews practice risk assessment regularly. Monitors continuing medical education of the team.Assures the practice's compliance with federal, state, and safety regulations. Ensures that the practice maintains a physician documentation and coding audit program. Accountable, with the Site Medical Director (SMD), for assuring compliance with patient and staff safety regulations. Supports the SMD and clinical leadership by producing plans for improving quality and patient safety.Patient Service • Manages the patient experience ensuring it is perfected (company culture as it applies to (but not limited to) phones, greeting, patient conversions, wait times, consultation, coffee/water, educational material, loyalty, and promotional programs. Ensures the patient satisfaction scores related to the office demonstrate continuous improvement. • Knowledge of all products and services, ensuring the staff is educated, highly trained and is communicating this information to the patients. The ability to coach to develop the value of treatment plans and the importance of long-term patient retention. Make sure that patients understand the value of the services, how this benefits them, and everything that the business has to offer. The WHY includes the unique value proposition (UVP). • Handles all patient complaints and makes appropriate decisions to remedy them without compromising the integrity of the practice. • Tracks patients throughout their time in the practice to help maximize experience and sales Operations Finance • Design and implement policies and procedures • Prepares annual budget, liaison with accountant/business manager • Prepares a review and analysis of monthly financial statements against business sales plan • Cost reduction • Trends payment amounts and identifies areas of opportunity • Review bills for accuracy • Ensures staff is scheduled appropriately to balance patient care and personnel costs • Ensures patients are scheduled appropriately to provide high-level care, minimal wait times, and high profitability • Conducts thorough inventory audits to always have an accurate on-hand count without having excess product/supplies • Works with the Medical lead to ensure service and safety standards • Maintains all maintenance and safety logs • Is the ambassador for the practice in the community by attending local events and creating strategic partnershipsPersonnel Management/HR • Manages all staff and works with multiple physicians, providers, and behaviors • Ensures staff has the tools and training needed to be successful • Ensures new hires are properly trained and onboarded consistently • Facilitates daily huddles with staff as communication is key to success. • 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? • Responsible for recruiting, hiring, and firing staff • Supervision including salary reviews and performance appraisals • Is the cheerleader for the practice–always keeping the morale up and moving in a positive direction • Communicates daily, weekly, and monthly goals and coaches employees through the process • Maintains low employee turnover to maximize consistency in the practiceOffice Management • Works closely with the practice owner to analyze business metrics and make changes accordingly. • Works closely with outside consultants as needed • Develops and maintains core relationships with vendors and sales reps to ensure success with products/services/technology and utilizing all savings available • Leads process improvement initiatives and makes sure changes are implemented and executed timelyPayment and Collections Position Requirements • Must have the ability to understand the goals of the practice and work to create a 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 is a must. • Experience and positive attitude with the ability to relate well with patients, physicians, employees, and other professional • Strong business acumen • Ability to adapt and work in a fast 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 • Must be a strong leader, resourceful, strategic thinker, and a coach for the team Education

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