Front Office and Aesthetics Manager

Front Office and Aesthetics Manager Cortina Dermatology & Aesthetics Nashville, TN Job Details Full-time 1 day ago Benefits Paid holidays Health insurance Dental insurance 401(k) Paid time off Vision insurance Qualifications Teamwork Inventory management HIPAA Administrative experience High school diploma or

GED Full Job Description Job Title :

Front Office and Aesthetics Manager Location :

Cortina Dermatology & Aesthetics, 4515

Harding Pike, Nashville, TN Employment Type :

Full-time About Us:

At Cortina Dermatology & Aesthetics, we believe that outstanding patient care starts with an exceptional team. Our culture is built on professionalism, integrity, and a shared passion for helping patients look and feel their best. As we continue to grow our practice, we are seeking a dynamic leader who can seamlessly balance operational excellence with a strong focus on patient experience and aesthetics sales performance. This role plays a critical part in shaping the front office environment, supporting our providers, and driving the continued success of both our clinical and cosmetic services.

Job Summary:

The Front Office and Aesthetics Manager is responsible for supporting the day-to-day clinical and operational functions of a dermatology practice, ensuring efficient workflow, high-quality patient care, and alignment with organizational goals. This role serves as a key liaison between providers, clinical staff, and administrative teams to optimize performance across both medical and cosmetic dermatology services.

Key Responsibilities:

Administrative Operations Oversees and manages all front office daily operations, including patient check-in and check-out processes, phone system management, appointment scheduling, cancellations, and efficient call routing to ensure a seamless patient experience Monitors and tracks no show and cancellations, ensuring accurate documentation and consistent application of applicable fees in accordance with practice policies. Partners with Director of Practice Operations to support the operations readiness of aesthetic space, ensuring rooms are properly prepared, stocked, and aligned with workflow needs (non-clinical oversight only). Ensures front office workflows are optimized for efficiency, accuracy, and high-quality patient service, identifying opportunities for process improvement and implementing best practices. Maintains strong communication with front desk and administrative staff to ensure consistency in scheduling protocols patient interactions, and adherence to organizational standards. Supports a positive patient experience by proactively addressing scheduling conflicts, patient concerns, and operational challenges in a timely and professional manner. Staff Coordination and Support Assists with scheduling administrative and aesthetic staff to ensure appropriate support across both divisions. Support onboarding and training of administrative personnel, ensuring consistency in patient experience across all touchpoints. Serves as a resource for staff questions, workflow clarification, and issue resolution. Partner with leadership to reinforce performance expectations, accountability, and a culture of continuous improvement. Monitors and ensures adherence to established workflows and standard operating procedures among administrative and aesthetic staff. Personnel Management Direct supervisor for administrative and aesthetic staff, providing day-to-day oversight and support. Manages timekeeping, attendance, PTO approval, and dispute resolution for administrative and aesthetic staff, ensuring accuracy and alignment with organizational policies. Assists with performance reviews for administrative and aesthetic staff. Addresses performance concerns through timely feedback and corrective action, when necessary, in partnership with leadership. Scheduling and Capacity Management Supports Director of Practice Operations by overseeing and owning provider templates, appointment types, and optimization of day's flow. Ensures appropriate staffing levels based on volume, provider schedules, and service acuity. Monitors clinic flow and proactively adjusts scheduling to improve utilization, minimize gap, and reduce patient wait times. Patient Experience and Communication Owns and maintains service standards, including service scripts, phone etiquette, and timely responsiveness through all communication channels (phones, portals, etc.). Ensures a consistent, high-quality patient experience by monitoring interactions and coaching staff as needed. Resolves/escalates administrative complaints within twenty-four hours. Escalates clinical complaints immediately to the Medical Director. Compliance and Quality Assurance Ensure adherence to all regulatory requirements, including HIPAA, OSHA, and other regulatory requirements Ensures HIPPA privacy workflows are executed by staff. Financial Controls Oversees front office financial processes, including cash handling, deposits, product sales, and prepayment collections. Ensures accuracy, accountability, and compliance with financial policies and procedures. Inventory Management Assists in maintaining appropriate inventory levels and ordering cycles. Performs weekly skincare product inventory counts and ensures accurate documentation within the practice management system. Partners with leadership to minimize waste, prevent stockouts, and optimize inventory utilization. Cosmetic Services Support Manages cosmetic schedule blocks to ensure optimal utilization and provider productivity. Oversees prepayment workflows for cosmetic services, ensuring compliance with practice policies and a smooth patient experience. Cross-Functional Collaboration Collaborates closely with clinical and aesthetic teams to ensure seamless, efficient operations. Partners with leadership on strategic initiatives, operational improvements, and practice growth efforts. Support implementation of new services, technologies, or workflow improvements, ensuring successful adoption by staff.

Qualifications:

2-5+ years of experience in a clinical or healthcare operations role Dermatology or specialty practice experience strongly preferred

Education:

High school diploma or equivalent required; associate degree or completion of a medical office administration program is a plus.

Technical Skills:

Proficient with Microsoft Office Suite and experience with electronic health records (EHR) systems, particularly dermatology-specific platforms (e.g., Modernizing Medicine, Epic) is an advantage.

Customer Service Skills:

Excellent communication and interpersonal skills. Ability to manage multiple tasks in a fast-paced environment while maintaining a professional and courteous demeanor.

Skills and Competencies:

Leadership mindset with the ability to influence without direct authority Excellent communication and interpersonal skills Knowledge of healthcare workflows

HIPAA Compliance:

Knowledge of HIPAA regulations and patient confidentiality.

Working Conditions:

This is a full-time, on-site position. Normal office hours with potential of two nights per week extended hours and some Saturdays depending on patient scheduling. Physical demands include sitting and standing for extended periods and occasional light lifting. Ability to stand for long periods and assist with patients during exams or procedures. Ability to lift up to 25 lbs. and move medical equipment and supplies as needed. Manual dexterity to perform administrative and clinical tasks. Why Choose Us? Competitive compensation that rewards your expertise. Comprehensive health, dental, and vision insurance. Paid time off and holidays. Retirement plan. Opportunities for professional development and continuing education - let's grow together! Communication Notice We kindly ask that you refrain from calling our office to inquire about application status. Candidates selected for interviews will be contacted directly.

Job Type:

Full-time Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Are you willing and able to work some evenings and Saturdays as needed for patient scheduling? Ability to

Commute:

Nashville, TN 37205 (Preferred)

Work Location:

In person