Practice Manager for Medical Aesthetics and Wellness

Job Description

Job Description

Benefits:

• Employee discounts

Compensation: $85,000-$120,000 annually, depending on experience, plus performance-bonus opportunity tied to profitability, provider utilization, and sustainable growth.

About SanctuaireMDSanctuaireMD is a physician-led medical-aesthetics practice in Lafayette, California, known for personalized care, clinical excellence, and a polished patient experience. As the practice strengthens its Lafayette operations and prepares for future growth in Moraga, we are seeking a hands-on Practice Manager who can turn strategy into consistent daily execution.

The OpportunityThis is not a remote strategy role or a position that simply monitors tasks from the sidelines. The Practice Manager will be the operational leader inside the business—creating clarity, following through, coaching the team, maintaining standards, and ensuring that schedules, systems, sales activities, and performance expectations move forward without every decision returning to the Practice Owner. A solid medical aesthetics and wellness experience is a big plus. 

The right person will be equally comfortable leading a team, reviewing a KPI dashboard, coaching a consultation, solving a same-day scheduling problem, improving a workflow, and stepping into the details when the practice needs hands-on support. Clinical judgment and medical decisions remain with the Practice Owner and appropriately licensed clinical leadership.

What You Will Own
Team Leadership and Accountability

•      Serve as the day-to-day operational leader and clear first point of contact for routine team questions, workflow decisions, and follow-through.

•      Set clear expectations, assign owners and deadlines, and ensure commitments are completed without repeated reminders from the Practice Owner.

•      Lead productive daily huddles, weekly team meetings, and regular one-on-one check-ins focused on priorities, results, obstacles, and development.

•      Coach performance in real time, recognize strong work, address concerns early, and maintain accurate documentation in partnership with the Practice Owner and HR support.

•      Build a professional, accountable culture where team members communicate proactively, solve problems at the appropriate level, and take ownership of the patient and business outcome.

•      Provide concise end-of-day and weekly reporting so the Practice Owner has visibility without having to personally chase updates.

Training and Team Development

•      Build and maintain a structured onboarding and role-training system with clear 30-, 60-, and 90-day expectations for new team members.

•      Train and reinforce standards for patient communication, consultations, rebooking, follow-up, memberships, packages, retail recommendations, financing options, documentation, and service recovery.

•      Create role-specific training plans, competency checklists, coaching rhythms, and accountability checkpoints so training is consistent rather than dependent on informal reminders.

•      Coordinate quarterly performance conversations, KPI reviews, goal setting, and follow-up action plans with the Practice Owner.

•      Identify skill gaps and development opportunities, then ensure assigned training is completed and applied in daily work.

Daily Operations and Scheduling

•      Own the daily operating rhythm so the team, treatment rooms, schedules, supplies, technology, and workflows are ready to serve patients efficiently.

•      Build staffing schedules around patient demand, provider capacity, revenue needs, approved time off, and business priorities—not simply historical staffing patterns.

•      Manage callouts, schedule changes, coverage needs, appointment gaps, and same-day operational issues while escalating only decisions that truly require the Practice Owner.

•      Monitor provider schedules and lead proactive gap-filling through waitlists, recalls, follow-up, package outreach, consultation conversion, and other approved patient-development activities.

•      Direct productive use of downtime, including patient follow-up, inventory, room organization, training, lead conversion, retail outreach, and operational projects.

•      Oversee opening and closing standards, appointment flow, checkout accuracy, payments, records, facility readiness, inventory levels, purchasing, vendor coordination, and maintenance needs.

•      Maintain Monday.com and other operational systems as reliable sources of truth for assignments, deadlines, onboarding, projects, and recurring responsibilities.

Sales, Growth, and Patient Retention

•      Create a consistent, ethical sales culture centered on patient education, appropriate treatment planning, trust, and long-term relationships.

•      Coach the team on consultation conversion, rebooking, memberships, packages, retail, cross-service education, lead follow-up, and treatment-plan completion.

•      Monitor leads from inquiry through booking and ensure timely, documented follow-up so revenue opportunities do not fall through the cracks.

•      Partner with the Practice Owner and marketing support to translate campaigns, promotions, events, and growth priorities into clear front-line execution.

•      Use performance data to identify underused capacity, missed revenue, patient drop-off, and opportunities to improve retention and lifetime value.

•      Support the operational preparation and performance plan for a future Moraga reopening, including staffing readiness, workflows, service mix, demand, and profitability milestones.

KPI Management and Business Reporting

Operating dashboard: Maintain an accurate dashboard and review results with the team on a consistent weekly and monthly cadence.

Action plans: Translate practice goals into individual expectations, owners, deadlines, and follow-through until results improve.

Performance trends: Track revenue, provider utilization, schedule gaps, consultation conversion, rebooking, retention, retail and package performance, lead response, reviews, payment accuracy, and appointment accuracy.

Owner reporting: Present concise insights: what happened, why it happened, what action is being taken, who owns it, and when improvement should be visible.

Patient Experience and Brand Standards

•      Ensure every stage of the patient journey—from first inquiry through follow-up—feels responsive, warm, polished, and consistent with the SanctuaireMD brand.

•      Monitor wait times, communication, environment, treatment-room readiness, checkout, follow-up, and service recovery; resolve concerns promptly and professionally.

•      Protect patient privacy and ensure operational compliance with HIPAA, OSHA, California wage-and-hour expectations, timekeeping procedures, meal and rest periods, sick leave, PTO, and company policies.

•      Maintain clear escalation boundaries: operational decisions are owned by the Practice Manager, while clinical, legal, and high-risk employee matters are elevated appropriately.

How Success Will Be MeasuredTargets will be reviewed against current baselines, business volume, seasonality, and approved practice priorities. Core measures include:

| Area | Core Measures | Initial Target / Standard | Capacity & Growth | Provider utilization; consultation conversion; revenue and schedule-gap recovery | 70%+ utilization; 65%+ consultation conversion; progress to monthly revenue goals
| Patient Loyalty | Rebooking; patient retention; treatment-plan and follow-up completion | 60%+ rebooking; 60%+ retention; consistent documented follow-up
| Accuracy | Appointment accuracy; payment collection; patient-record and CRM documentation | 98%+ appointment accuracy; 100% payment collection; complete documentation
| Reputation | Patient experience; concern resolution; review generation | 20+ new five-star reviews per month; timely service recovery
| Leadership | Training completion; KPI check-ins; action-item follow-through; owner escalations | 90%+ action items completed on time; measurable reduction in routine issues returning to the owner
| Operations | Schedule readiness; inventory; opening/closing; systems and vendor follow-through | Consistent weekly readiness with no preventable disruptions or repeated follow-up
What Success Looks Like in the First 90 Days•      Establish a predictable operating rhythm, communication structure, and clear chain of command for the team.

•      Learn the patient journey, services, systems, schedules, responsibilities, and current business priorities at both the practice and role level.

•      Audit team training, daily workflows, provider capacity, recurring tasks, inventory, and KPI reporting; identify the highest-impact gaps.

•      Implement weekly scorecard reviews, one-on-one coaching, action-item follow-through, and concise reporting to the Practice Owner.

•      Create visible progress in schedule utilization, lead follow-up, rebooking, patient experience, team ownership, and reduction of routine operational escalations.

•      Present a practical 90-day operating plan for continued Lafayette performance and future Moraga readiness.

Qualifications•      Three or more years of successful management experience in a medical spa, aesthetics practice, plastic-surgery or dermatology office, wellness practice, or comparably service- and sales-driven healthcare environment preferred.

•      Demonstrated success leading, coaching, and holding a team accountable—not simply administering schedules or completing individual tasks.

•      Strong sales leadership with the ability to coach consultative conversations, follow-up, rebooking, memberships, packages, retail, and patient retention ethically and effectively.

•      Experience building or maintaining structured onboarding, training, SOPs, KPI dashboards, performance check-ins, and operational workflows.

•      Comfort with scheduling, financial and performance reports, CRM/EMR systems, task-management platforms, and data-driven decision-making; experience with Jane and Monday.com is a plus.

•      Working knowledge of HIPAA, patient privacy, documentation, and California employment practices relevant to day-to-day team management.

•      Exceptional organization, judgment, communication, discretion, and follow-through in a fast-moving environment.

•      Ability to work on-site in Lafayette, support future Moraga operations, and maintain a schedule aligned with business needs, including Saturdays.

The Leadership Style We Need Hands-on and proactive: You notice what needs attention and take ownership before being asked repeatedly.

Warm and direct: You build trust while still addressing missed expectations clearly and promptly.

Commercially minded: You understand that exceptional patient care and responsible revenue growth support one another.

Calm under pressure: You can prioritize, make sound decisions, and keep the team moving when plans change.

Systems-oriented: You turn recurring work into clear processes, owners, deadlines, and measurable standards.

Owner-minded without overstepping: You protect the business, solve operational problems, and know when escalation is appropriate.

Why This Role MattersThe Practice Manager will help SanctuaireMD move from owner-dependent execution to a strong, accountable operating structure. Success means the team knows what is expected, work is completed without repeated follow-up, performance is visible, patients receive a consistently exceptional experience, and the Practice Owner can devote more time to clinical leadership and business growth with confidence that daily operations are being handled.

| Ready to lead with ownership? We are looking for a manager who can create structure, elevate the team, strengthen performance, and help build the next stage of SanctuaireMD.