CLINIC OPERATIONS MANAGER / PRACTICE ADMINISTRATOR

Job Description

Job Description

ABOUT ULTIMATE HEALTH & WELLNESS

Ultimate Health & Wellness is a growing wellness and aesthetics clinic focused on helping patients identify and address underlying health concerns while providing personalized, modern healthcare services.

Our services include Alma TED, IV therapy, phlebotomy, bioscan assessments, wellness services, and other emerging healthcare and longevity focused treatments.

As a growing clinic, we are building the operational foundation needed to scale intelligently, deliver an exceptional patient experience, and create a strong environment for our team.

We are looking for an experienced Clinic Operations Manager / Practice Administrator who can help take our clinic from a growing startup to a well organized, efficient, and scalable operation.

THE ROLE

We are seeking an experienced healthcare operations leader who thrives in a growing environment and is comfortable building processes rather than simply maintaining systems that are already established.

The Operations Manager will oversee daily clinic operations, support existing team leads, coordinate staffing and scheduling, monitor operational performance, help maintain regulatory compliance, and work directly with ownership to identify opportunities for improvement and growth.

This is a hands on leadership position for someone who wants meaningful ownership over how a clinic operates.

The successful candidate will be someone who can step into an existing team, earn trust, understand the current workflow, identify opportunities for improvement, and implement changes thoughtfully and effectively.

KEY RESPONSIBILITIES

Team Leadership

• Manage and support existing team leads across front desk and administration, phlebotomy and IV services, and other clinic service lines

• Ensure effective communication and coordination between departments

• Support team leads in addressing staffing, workflow, performance, and operational issues

• Promote a professional, respectful, accountable, and collaborative workplace

• Help maintain smooth daily patient flow from check in through completion of services

Staffing & Scheduling

• Support hiring, interviewing, onboarding, and training

• Coordinate staff scheduling and ensure appropriate coverage

• Assist with payroll coordination and timekeeping

• Identify staffing needs based on patient volume and service demand

• Help establish clear expectations, responsibilities, and accountability for team members

Compliance & Risk Management

• Help maintain operational compliance with OSHA, HIPAA, applicable state and federal healthcare regulations, and CLIA requirements where applicable

• Coordinate with clinical leadership and ownership regarding regulatory and operational requirements

• Ensure appropriate policies and procedures are followed

• Help maintain required documentation, training, and safety processes

• Support a culture of compliance and patient safety

Inventory & Vendor Management

• Maintain accurate and current inventory systems

• Monitor medical, clinical, office, and service related supplies

• Identify upcoming supply needs and prevent unnecessary stockouts

• Coordinate vendor relationships and purchasing

• Monitor supply costs and identify opportunities to improve purchasing efficiency

• Help establish standardized inventory procedures and accountability

Patient Experience

• Monitor the patient experience from scheduling through completion of services

• Address escalated patient concerns professionally and efficiently

• Identify bottlenecks or recurring issues affecting patient satisfaction

• Continuously improve front to back patient flow

• Help create a consistent and professional patient experience across all service lines

Reporting & Performance

• Track key operational and financial performance indicators

• Report relevant KPIs to clinic ownership

• Monitor metrics such as revenue by service line, patient volume, no show rates, staff utilization, scheduling efficiency, and operational costs

• Identify trends and opportunities for improvement

• Help ownership evaluate opportunities to expand or improve service lines

Process Development

• Build and document SOPs where processes are currently informal or nonexistent

• Standardize workflows across departments

• Identify operational inefficiencies and develop practical solutions

• Create systems that allow the clinic to grow without sacrificing patient experience or team effectiveness

• Continuously evaluate and improve clinic operations

WHO WE ARE LOOKING FOR

Required Qualifications

• 3+ years of experience managing clinic, med spa, healthcare practice, or comparable healthcare operations

• Experience overseeing multiple service lines rather than only a single specialty or front desk operation

• Experience working with EHR and practice management systems

• Demonstrated ability to lead and support existing team leads

• Ability to step into an established team structure while earning trust and improving operations

• Strong understanding of staffing, scheduling, onboarding, and payroll coordination

• Experience with inventory management and vendor coordination

• Strong organizational and problem solving skills

• Comfortable working in a growing environment where processes may need to be created from scratch

• Strong communication skills

• Calm, professional, solutions focused approach to problem solving

• Leadership style focused on earning trust, building relationships, accountability, and collaboration rather than simply asserting authority

Preferred Qualifications

• Experience in a med spa, aesthetics, wellness, functional medicine, longevity, or integrative healthcare environment

• Familiarity with IV therapy, phlebotomy, Alma TED, EBOO or ozone therapy, bioscan assessments, or similar services

• Experience with CLIA related compliance or point of care testing

• Experience managing through a leadership transition

• Experience taking over an existing operation and improving processes

• Experience implementing or improving EHR or practice management systems

• Experience developing SOPs and operational systems in a startup or growing business

• Healthcare management certification such as CMPE or FACHE

• Bachelor's degree in healthcare administration, business administration, or a related field preferred but not required with significant relevant experience

WORK ENVIRONMENT

This position operates in a healthcare environment and may involve exposure to blood, bodily fluids, needles, and other clinical materials.

The Operations Manager must follow all applicable OSHA, bloodborne pathogen, safety, and clinic protocols.

This is a hands on position and requires the ability to work onsite and support clinic operations during scheduled business hours. Occasional extended hours or weekend support may be required based on clinic needs.

COMPENSATION & BENEFITS

Compensation: $30 per hour, plus a quarterly performance-based bonus.

This is a full time, non-exempt hourly position. The quarterly bonus will be dependent on individual and clinic performance, including achievement of established operational, financial, patient experience, and leadership goals.

Total compensation has the potential to exceed $70,000 annually based on performance, hours worked, and achievement of established operational and clinic goals.

Additional Benefits & Opportunities

• Professional development and growth opportunities

• Opportunities for advancement within a growing healthcare organization

• Access to healthcare services through our providers for the employee's personal healthcare needs

• Employee access to select clinic services and products at preferred, affordable rates

• Opportunity to experience and utilize the services offered by the clinic as part of the employee experience

 

WHY JOIN US

• Join a rapidly growing healthcare and wellness organization

• Have a meaningful role in building the operational foundation of a growing clinic

• Work directly with clinic ownership

• Help develop systems and processes that will shape the future of the organization

• Work across multiple healthcare and wellness service lines

• Have meaningful opportunities for professional growth and advancement

• Become part of a team focused on delivering an exceptional patient experience