Practice Manager

Wave of Wellness is a premier, physician-led medical aesthetics and wellness practice dedicated to personalized, whole-person care in an elevated and tranquil environment. Combining advanced clinical science with exceptional, high-touch service, we offer a comprehensive range of aesthetic and integrative wellness services focused on skin, hair, mind, and body.

We are seeking a results-driven, business-minded Practice Manager to lead daily clinic operations, accelerate revenue growth, strengthen brand visibility, and deliver an exceptional patient experience. This individual will play a key role in the continued growth of the practice by developing a high-performing team, implementing effective operating systems, and building lasting relationships with patients and the broader Quad Cities community.

Position Overview

Reporting directly to ownership, the Practice Manager will oversee the day-to-day operations of the clinic, lead team development, establish consistent operating procedures, and ensure alignment across all departments.

This role combines business operations, sales leadership, marketing coordination, team management, and patient experience oversight. The ideal candidate is equally comfortable analyzing performance metrics, coaching employees, building community partnerships, and identifying opportunities to increase revenue and patient retention.

Success in this position requires a proactive leader who takes ownership of results, fosters accountability, and consistently delivers the elevated level of service that defines Wave of Wellness.

Key Responsibilities, Revenue Growth & Patient Experience

• Drive Revenue and Sales: Lead initiatives to increase practice revenue through treatment packages, service upgrades, retail skincare sales, wellness memberships, and patient retention strategies.
• Manage Lead Conversion: Oversee the patient inquiry and consultation pipeline, ensuring timely, professional follow-up across phone, email, social media, digital inquiries, and walk-in visits.
• Optimize the Patient Journey: Evaluate and improve every stage of the patient experience, from initial inquiry and consultation through treatment, post-care communication, and rebooking.
• Increase Patient Retention: Develop strategies to encourage repeat visits, membership participation, referrals, and long-term patient relationships.
• Monitor Business Performance: Track revenue, conversion rates, average transaction value, provider utilization, and retention metrics to identify opportunities for improvement.

Marketing & Community Engagement

• Represent the Brand: Serve as a professional ambassador for Wave of Wellness throughout the Quad Cities business community, including Chamber events, professional networks, and local wellness partnerships.
• Coordinate Marketing Initiatives: Execute promotional calendars, seasonal campaigns, service launches, email and SMS outreach, and patient referral programs in collaboration with ownership and marketing partners.
• Plan Events and Activations: Organize quarterly open houses, VIP appreciation events, service launches, community pop-ups, and other initiatives designed to increase brand awareness and attract new patients.
• Build Strategic Partnerships: Establish relationships with complementary businesses, healthcare professionals, and community organizations to expand referral opportunities.
• Measure Marketing Effectiveness: Evaluate campaign performance, lead generation, and conversion results to maximize return on marketing investments.

Team Leadership & Performance Management

• Recruit and Develop Talent: Lead recruitment, onboarding, training, and ongoing development for front-desk coordinators and clinical support staff.
• Establish Performance Expectations: Define clear roles, responsibilities, service standards, and measurable performance goals for team members.
• Conduct Regular One-on-One Meetings: Hold weekly or biweekly coaching sessions to review performance, provide constructive feedback, address challenges, and support employee development.
• Manage Key Performance Indicators: Establish and monitor individual and team KPIs, including sales performance, consultation conversion, schedule utilization, retail sales, and patient retention.
• Build a Culture of Accountability: Foster a collaborative, professional, and solution-oriented work environment that emphasizes ownership, communication, consistency, and exceptional service.
• Support Employee Engagement: Recognize strong performance, address concerns promptly, and promote a positive workplace culture aligned with the practice's values.

Daily Operations & Administrative Oversight

• Manage Clinic Operations: Oversee daily workflows, staffing coverage, appointment scheduling, and administrative processes to ensure efficient clinic operations.
• Optimize Provider Schedules: Maximize provider and treatment-room utilization while maintaining appropriate appointment flow and minimizing patient wait times.
• Oversee Inventory and Purchasing: Manage inventory levels, purchasing, usage tracking, and reconciliation for clinical supplies, aesthetic products, wellness supplies, and retail merchandise.
• Maintain Operational Standards: Establish and monitor procedures for opening and closing, patient communication, documentation, facility presentation, and service delivery.
• Monitor Financial and Operational Performance: Review relevant reports, identify inefficiencies, and recommend process improvements that support profitability and sustainable growth.
• Ensure Regulatory Compliance: Support adherence to applicable HIPAA privacy requirements, OSHA standards, documentation practices, safety procedures, and internal policies.
• Partner With Clinical Leadership: Collaborate with ownership and clinical personnel to support safe, compliant, and efficient operations while respecting clinical scope of practice and medical decision-making authority.

Qualifications

• Relevant Experience: 3+ years of progressive experience in practice management, operations management, sales leadership, or a related field. Experience in medical aesthetics, medical spas, dermatology, plastic surgery, luxury hospitality, or premium retail is strongly preferred.
• Business and Sales Acumen: Demonstrated success driving revenue, improving sales conversion, increasing customer or patient retention, and achieving measurable business goals.
• Leadership Experience: Proven ability to recruit, train, coach, and manage employees while establishing clear expectations and accountability.
• Performance Management: Experience using KPIs, performance reviews, sales reports, or other business metrics to evaluate results and guide decisions.
• Marketing and Networking Skills: Strong interpersonal and communication skills, with the confidence to represent a premium brand, build partnerships, and engage with the local business community.
• Operational and Technical Skills: Proficiency with practice management or EMR systems, CRM platforms, scheduling tools, inventory systems, and standard business software.
• Communication and Organization: Excellent verbal and written communication, problem-solving, time management, and organizational skills.
• Professionalism and Discretion: Ability to handle confidential patient, employee, and business information with sound judgment and discretion.
• Leadership Mindset: Self-motivated, adaptable, commercially minded, and comfortable balancing strategic priorities with hands-on daily responsibilities.

Work Schedule

This is a full-time position requiring approximately 40 hours per week. Flexibility is required to accommodate clinic operations, special events, and business needs. Occasional Saturday hours may be necessary to support patient appointments, promotional events, community engagement activities, and other practice needs.

Compensation & Benefits

• Base Salary: $55,000–$70,000 annually, based on experience, qualifications, and demonstrated results.
• Performance Incentives: Opportunity to earn performance-based bonuses tied to practice revenue, sales growth, patient retention, and other established business objectives.
• Paid Time Off: PTO program covering eligible vacation, personal or sick time, and recognized clinic holidays, subject to company policy.
• Health Benefits: Medical, dental, and vision coverage options.
• Employee Perks: Generous employee discounts and designated complimentary allowances for aesthetic treatments and medical-grade skincare products, subject to company policy.
• Professional Development: Direct collaboration with ownership, opportunities to build and improve business systems, and meaningful influence over the practice's operational and commercial direction.

Join Wave of Wellness

At Wave of Wellness, we believe exceptional patient care and strong business performance go hand in hand. We are looking for a leader who can bring structure to operations, inspire a high-performing team, cultivate community relationships, and turn opportunities into measurable growth.

If you are a motivated, people-focused business leader who thrives in a service-driven environment and is passionate about helping a growing wellness practice reach its full potential, we invite you to apply.

Pay: $60,000.00 - $75,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person