Cosmetics Manager
2 days ago
Location: Irvine and Chino Hills, CA
Position Type: Full-Time, Exempt (Salary Position)
Annual Salary Range: starting at $72,800 but may be much higher based on experience and track record
Benefits:
- 401(k)
- Healthcare insurance
- Paid Time Off (PTO)
- Employee discounts on procedures and products
The Office Manager is responsible for overseeing the daily operations of Truecare Cosmetic Surgery and Medical Spa. This leadership role involves managing staff, coordinating office activities, overseeing financial and budgetary matters, and ensuring an efficient, client-focused environment.
Key Responsibilities:Supervisory and Operational Oversight:- Directly supervise administrative and clinical staff, including managing schedules, approving time off, and ensuring adequate coverage.
- Improve staff morale while maintaining accountability by setting goals, timelines, and ensuring clear expectations.
- Handle staff discipline and grievances with the goal of improving work quality and standards through positive reinforcement and HR-appropriate measures.
- Lead hiring processes, onboarding, and staff development to foster continuous improvement and growth.
- Ensure compliance with HR regulations, OSHA standards, and all other safety and health guidelines to maintain a safe working environment.
- Monitor and maintain office budget, ensuring efficient use of resources.
- Collaborate with the bookkeeper and accountant to relay accurate financial information and assist with audits or budget reviews.
- Oversee product ordering and inventory control to ensure smooth operations.
- Ensure that the provider schedules are filled and appointments are booked appropriately, maximizing efficiency and patient satisfaction.
- Collaborate with the marketing team to optimize scheduling, client acquisition, and operational needs.
- Establish productivity goals for staff, with financial rewards tied to achieving these goals.
- Ensure that employees understand that meeting or exceeding these productivity goals is necessary to receive bonuses or specific pay incentives, with accountability measures in place for those who do not meet their goals.
- Ensure the business is stable and progressing, and be accountable for coming up with solutions and ideas to grow the business.
- Monitor any decline in receivables and take proactive steps to address it.
- Closely monitor and record patient acquisition sources, identifying where patients come from and how effective each source is.
- Track the types and volume of procedures performed and calculate the return on investment (ROI) for each.
- Represent the office in public and client interactions, ensuring professionalism and high-quality service.
- Assist with the credentialing of physicians, ensuring all necessary documentation and certifications are up to date.
- Ensure that the practice complies with regulatory standards, industry best practices, and safety regulations such as OSHA.
- Communicate with the marketing team on operational needs and coordinate promotional activities in line with business objectives.
Key Skills and Qualifications:
- Technical Proficiency: Strong knowledge of Excel and similar computer software to support data management and reporting.
- Effective Communication: Strong verbal and written communication skills with the ability to interact effectively with patients, vendors, companies, and professionals such as CPAs, the medical board, and credentialing departments.
- Emotional Intelligence & Decision-Making: Possess strong emotional IQ, with the ability to navigate complex situations and make sound decisions quickly while keeping the company's best interests in mind.
- Multitasking: Proven ability to manage competing priorities effectively, ensuring that multiple projects and tasks are completed on time.
- Leadership: Friendly but firm approach to managing staff, boosting morale, maintaining accountability, and guiding team members toward achieving their goals.
- Performance-Based Management: Experience in establishing goals tied to performance metrics, with accountability for bonuses and pay incentives based on achieving those goals.
- Conflict Resolution & HR Documentation: Strong understanding of basic HR rules for documenting performance issues like tardiness and time management problems, ensuring proper handling for promotions or separations.
Preferred Qualifications:
- Bachelor's degree in Business Administration, Healthcare Management, or a related field.
- Minimum of 5 years of experience in Cosmetic Surgery or Medical Spa office management.
- Strong leadership skills with experience in staff supervision and operational oversight.
- Familiarity with healthcare compliance, credentialing, HR regulations, and OSHA standards.
- Strong organizational and problem-solving skills, with the ability to handle multiple tasks efficiently.
- Proficiency in MS Office and medical software (EMR experience preferred).
Language: English
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