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Position Overview
The Practice Manager is responsible for the overall operational performance of the clinic, ensuring an exceptional patient experience while maintaining efficient day-to-day operations. This individual will serve as the operational leader of the practice, overseeing staff, patient flow, scheduling, financial processes, inventory management, and administrative functions.
The ideal candidate thrives in a concierge healthcare environment, possesses strong leadership skills, and understands how to deliver a luxury patient experience while driving operational excellence.
Key Responsibilities
Clinic Operations
- Manage all day-to-day clinic operations.
- Establish and lead daily huddles, team meetings, and operational reviews.
- Develop and maintain efficient workflows and operating procedures.
- Proactively resolve operational issues and ensure seamless clinic performance.
Patient Experience
- Ensure a white-glove, concierge-level patient experience.
- Oversee front desk operations, scheduling, patient check-in/check-out, and communication.
- Build processes that promote patient satisfaction, retention, and loyalty.
- Address patient concerns and service recovery opportunities promptly.
Team Leadership
- Lead, mentor, and develop clinic staff.
- Manage hiring, onboarding, training, performance management, and accountability.
- Foster a positive, high-performance culture focused on service excellence.
- Conduct regular coaching and performance evaluations.
Financial & Administrative Management
- Oversee daily reconciliation, payment collection, and accounts receivable follow-up.
- Monitor scheduling efficiency, patient retention, and clinic performance metrics.
- Partner with finance leadership on monthly reporting and budget oversight.
- Ensure accurate documentation and billing processes.
Inventory & Vendor Management
- Maintain inventory levels and supply ordering.
- Coordinate with vendors and service providers.
- Ensure medications and supplies are properly stocked and managed.
- Prevent disruptions to patient care caused by inventory shortages.
Qualifications
Required Experience
- 5+ years of Practice Management experience within:
- Concierge Medicine
- Functional Medicine
- Longevity Clinics
- Cash-Pay Medical Practices
- Premium Med Spa or Wellness Centers
- Experience managing teams of 6–15 employees.
- Experience overseeing practices generating $3M+ in annual revenue preferred.
- Strong understanding of patient scheduling, operations, and workflow management.
- Experience with cash-pay billing models, memberships, packages, and payment plans.
Preferred Experience
- Multi-site clinic expansion experience.
- Familiarity with:
- Hormone Optimization
- IV Therapy
- Peptide Therapy
- Ketamine Therapy
- Hyperbaric Oxygen Therapy
- Longevity & Wellness Services
- Experience improving patient retention, utilization, and satisfaction metrics.
Technical Skills
- Experience with EMR systems such as Athena, eClinicalWorks, ChARM, or similar.
- Strong reporting, KPI tracking, and operational analytics capabilities.
- Proficiency in Microsoft Office and practice management software.
Ideal Candidate Profile
The successful candidate will:
- Be highly organized and detail-oriented.
- Lead with warmth toward patients and accountability toward staff.
- Thrive in a fast-paced, entrepreneurial environment.
- Have a hands-on leadership style and willingness to jump into daily operations.
- Possess excellent communication and problem-solving skills.
- Demonstrate a passion for exceptional patient experiences and longevity medicine.
- Be comfortable building structure and processes within a growing organization.
Compensation & Benefits
- Base Salary:
- Performance Bonus Opportunity
- Health, Dental & Vision Insurance
- Paid Time Off
- Continuing Education Support
- Opportunity to help build and scale a rapidly growing concierge longevity brand
JOB ID: 176552
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Sinead Tierney