Medical and Surgical and Aesthetics Office Manager

Job Description

Job Description

About Us:

We are a dynamic, patient-centered private practice specializing in women’s health, minimally invasive surgery, and aesthetic services. Our mission is to deliver exceptional medical and aesthetic care in a supportive, efficient, and respectful environment. We are seeking a highly organized and experienced Office Manager to lead and support our growing team.

Position Summary:

The Office Manager is responsible for overseeing the daily operations of the medical, surgical, and aesthetics practice. This individual will ensure optimal patient experience, streamline workflows, manage staff performance, maintain regulatory compliance, and support the financial health of the practice.

Key Responsibilities:

Operations & Administration

• Oversee daily front and back office operations to ensure seamless patient care

• Schedule staff and providers efficiently to optimize patient flow

• Manage inventory and ordering of medical and aesthetic supplies

• Monitor patient scheduling systems to reduce cancellations and optimize revenue

• Coordinate facility maintenance and vendor relationships

Human Resources

• Recruit, onboard, and train administrative and clinical staff

• Manage performance reviews, disciplinary actions, and staff development

• Foster a positive team culture and uphold professional standards of conduct

Compliance & Quality Assurance

• Ensure HIPAA, OSHA, and other regulatory compliance

• Maintain medical and surgical logs, licenses, and credentialing documentation

• Implement and monitor quality improvement initiatives

Billing & Financial Oversight

• Work with billing team to ensure accurate coding, collections, and claims follow-up

• Reconcile payments, oversee petty cash, and manage practice-related expenses

• Assist with budgeting and cost-control strategies

Patient Experience

• Resolve patient concerns or complaints promptly and professionally

• Oversee communication protocols including phones, emails, and patient portal use

• Ensure the environment is welcoming, clean, and aligned with brand aesthetics

Qualifications:

• 3+ years of experience in medical office management, ideally in both medical and aesthetics settings

• Knowledge of medical billing processes, EMR systems (e.g., Office Ally, etc.)

• Strong understanding of HIPAA, OSHA, and healthcare compliance regulations

• Proven leadership, conflict resolution, and team-building skills

• Excellent communication, organization, and multitasking abilities

• Bachelor’s degree in Healthcare Administration, Business, or related field preferred