Practice Manager

Job Description

Job Description

OWM INTEGRATIVE WELLNESS - Practice Manager

LOCATION: Buffalo, NY (On-Site)

REPORTS TO: Medical Director

EMPLOYMENT TYPE:  Full-Time

SALARY: $75,000–$95,000 + bonus

Ready to Run a Practice, Not Just Manage One?

If you’ve managed in a large health system, you know the frustration: good ideas stuck in approval queues, policies you didn’t write, and problems you can see but aren’t allowed to fix. At OWM, you’ll report directly to the Medical Director, make decisions on the spot, and build the systems yourself.

We’re looking for the person who fixes the schedule before anyone notices it’s broken, turns chaos into a checklist, and takes real satisfaction from a day that runs like clockwork. OWM is a growing, physician-led integrative practice offering IV therapy, hyperbaric oxygen, regenerative medicine, and a recovery and wellness lounge that opens soon. You’ll own the floor: the front desk, the team, the equipment, and the flow. You’ll have real authority and the room to do it right.

About OWM

OWM Integrative Wellness is a physician-led, cash-pay practice in Western New York. We offer integrative oncology support, cognitive optimization (The Kaplan Method®), regenerative medicine and photobiomodulation, and advanced IV therapy, along with a MedSpa and a supplement dispensary. Many of our patients come to us after conventional care hasn’t given them answers, and they expect a seamless, high-touch experience from the first call to the last session. We run on EOS (the Entrepreneurial Operating System), so every role has clear accountabilities, measurables, and a weekly rhythm.

The Role

The Practice Manager owns the daily non-clinical operation of the practice. You’ll work directly with the Medical Director as a peer to our Nursing Lead and our Financial Operations Manager. You’ll be on-site full-time, you’ll solve problems as they come up, and you’ll bring solutions to the table rather than just problems.

What You’ll Own: Patient Flow & Front Desk

• Lead front desk operations and the patient experience from the first call to departure.

• Optimize scheduling across providers, IV chairs, MedSpa, hyperbaric, and lounge services.

• Monitor patient flow in real time and clear bottlenecks as they happen.

• Track and improve schedule fill, no-show rates, and wait times.

Team Leadership

• Directly supervise front desk staff and medical assistants, including schedules, coaching, performance, and onboarding.

• Keep communication clear between the clinical, front desk, and operations teams.

• Address friction early, directly, and fairly, and hold the team to OWM’s standards.

Shift & Equipment Coverage

• Build shift schedules that keep every operating hour covered.

• Allocate staff time to every device session, including hyperbaric oxygen, the HumanRegenerator Jet bed, photobiomodulation, and lounge equipment, so that no session is ever booked without a trained operator.

• Maintain a training and coverage matrix, manage call-outs and backfill, and cross-train staff so that no device depends on one person.

Equipment, Facilities & Vendors

• Oversee maintenance, calibration, and service logs for clinical and wellness equipment.

• Manage equipment and facility vendors.

• Help launch our new recovery and wellness lounge operationally.

Systems & SOPs

• Write and maintain SOPs for front desk, medical assistant workflows, patient flow, and equipment.

• Fix recurring problems at the root rather than patching symptoms.

Leadership Team

• Report your scorecard measurables and Rocks in our weekly leadership meeting.

• Give the Medical Director a concise weekly operations summary covering what’s on track, what’s off, and what needs a decision.

Who Thrives Here

• A natural operator. You notice when something is off before anyone points it out.

• Proactive and decisive. You solve problems in the moment instead of waiting for the next meeting.

• A builder. You’re comfortable creating a process where none exists, without needing a policy manual.

• A calm, direct communicator. You can handle a frustrated patient, a staff conflict, and a broken piece of equipment in the same hour.

• Systems-minded. When something happens twice, you write an SOP. When a problem recurs, you find its root cause.

• A leader people respect. You hold staff accountable and earn their trust at the same time.

QualificationsRequired

• At least three years of operations or office management experience in a medical practice, outpatient clinic, med spa, or similar high-volume, service-driven setting.

• Proven experience supervising front desk staff and/or medical assistants, including building shift schedules and coverage plans.

• Demonstrated experience building or improving processes, SOPs, or scheduling systems.

• Strong working knowledge of EHR and practice management systems, and comfort working with spreadsheets and data.

• Ability to work on-site full-time.

Preferred

• Experience with EOS/Traction or another structured operating system.

• Background in a cash-pay, concierge, integrative, or aesthetics practice.

• Experience overseeing medical equipment maintenance and managing vendors.

• Bachelor’s degree in healthcare administration, business, or a related field.

Compensation & Benefits

• $75,000–$95,000 base salary, depending on experience.

• Performance bonus tied to operational scorecard results.

• [PTO / health benefits / professional development]

• Direct access to decision-making, real authority, and visible impact in a growing, multi-service practice.

To Apply

Send your resume along with a brief note that answers two questions:

1. Tell us about a recurring operational problem you fixed at its root. What was the problem, what did you change, and what happened as a result?

2. Tell us about something you built from scratch without a playbook.