Practice Manager

Overview

The Practice Manager will oversee clinic operations, team leadership, financial performance, and administrative systems while supporting providers and maintaining compliance with medical and aesthetic industry regulations. This individual will serve as the operational leader of the location, fostering a positive team culture and ensuring the highest level of service for our clients.

This is a hands-on leadership role that requires strong organizational skills, attention to detail, and a passion for delivering outstanding client experiences in a fast-paced aesthetic practice.

Responsibilities:

Operational Leadership

• Oversee all aspects of daily clinic operations, including scheduling, client flow, treatment room utilization, and administrative workflows to ensure efficiency and a seamless client experience
• Maintain fillir's high standards for client care, service excellence, and professionalism
• Ensure the practice environment is organized, welcoming, and operating at peak efficiency
• Collaborate with fillir leadership on operational improvements and implementation of company initiatives

Team Management

• Supervise and support clinic staff including client coordinators, nurses, aestheticians, and administrative team members
• Lead hiring, onboarding, training, and ongoing development of team members
• Conduct performance evaluations and provide coaching to support staff success
• Foster a positive, collaborative, and accountable team culture aligned with Fillir values

Financial & Business Management

• Support financial performance through operational efficiency and strong scheduling management
• Monitor daily revenue, appointment utilization, and provider productivity
• Assist leadership with budgeting, expense management, and financial reporting
• Ensure proper handling of client transactions, product sales, and service revenue

Client Experience

• Ensure every client receives an exceptional experience from arrival to checkout
• Address client concerns or service recovery situations with professionalism and care
• Support front desk operations and ensure smooth scheduling, communication, and follow-up

Compliance & Administration

• Maintain accurate and compliant medical records in accordance with HIPAA and healthcare regulations
• Ensure adherence to all medical spa regulations, safety standards, and company policies
• Oversee inventory management for medical supplies, retail products, and operational materials
• Ensure proper documentation, consent forms, and treatment protocols are followed

Systems & Workflow Management

• Utilize Electronic Medical Record (EMR/EHR) and practice management systems to ensure documentation accuracy and operational efficiency
• Monitor reporting dashboards and operational metrics to identify opportunities for improvement
• Implement best practices in scheduling, client communication, and operational workflow

Qualifications

• 3–5+ years of experience in medical practice management, med spa management, or healthcare office management
• Strong leadership and team management experience in a fast-paced environment
• Experience in aesthetic medicine, dermatology, plastic surgery, or medical spa operations preferred
• Proven ability to manage clinic operations, staff performance, and client experience
• Strong financial awareness including revenue tracking, scheduling optimization, and expense management
• Familiarity with EMR/EHR systems and practice management software (Boulevard)
• Knowledge of HIPAA regulations, medical documentation standards, and healthcare compliance requirements
• Exceptional organizational, communication, and problem-solving skills
• Ability to multitask and adapt in a high-growth environment

What We’re Looking For

The ideal candidate is a strong leader, highly organized, and passionate about delivering exceptional service. They thrive in fast-paced environments, take ownership of operations, and are committed to helping both the team and the business succeed.

At fillir, we believe the client experience always comes first. Our Practice Manager will play a key role in ensuring every client feels welcomed, cared for, and confident in the services we provide.

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Work Location: In person