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OFFICE MANAGER - FACIAL PLASTIC SURGERY PRACTICE

Location:

West Hollywood, CA Job Type:

Full-Time, In-Person Schedule:

Monday-Friday

COMPENSATION & GROWTH

This position offers a competitive base salary plus performance-based compensation, with the potential to earn up to $140,000 annually.

ABOUT THE PRACTICE

We are a boutique facial plastic surgery practice in West Hollywood seeking an experienced, highly organized, proactive Office Manager to oversee the day-to-day operations of the practice. Our practice specializes exclusively in facial plastic surgery and aesthetic treatments and is committed to providing an elevated, personalized patient experience. We are looking for someone who takes ownership, anticipates needs, follows through without requiring constant direction, and understands the level of professionalism and attention to detail expected in a high-end elective surgical practice. This is a hands-on management position. The Office Manager will oversee staff, patient experience, office operations, administrative systems, and practice performance while working closely with the physician and surgical coordinator. Must have Plastics/Derm experience.

KEY RESPONSIBILITIES

Practice Operations Oversee the daily operations of the practice and ensure the office runs efficiently and professionally. Manage patient flow, office schedules, staffing coverage, and daily workflow. Identify operational issues before they become larger problems and implement solutions. Develop, maintain, and improve office policies, procedures, systems, and workflows. Ensure the office maintains a polished, organized, professional appearance at all times. Coordinate office maintenance, equipment, supplies, and facility needs. Serve as the primary point of contact for operational issues requiring management attention. Provide office coverage when necessary to ensure patient care and operations are not interrupted. Staff Management & Human Resources Supervise front-office and clinical support staff. Manage employee schedules, attendance, punctuality, PTO requests, and coverage. Lead hiring, interviewing, onboarding, training, and ongoing employee development. Establish clear expectations and hold team members accountable for performance and responsibilities. Conduct employee check-ins, coaching, performance evaluations, and corrective action when necessary. Maintain employee records and required documentation. Monitor timekeeping and coordinate payroll-related information. Help foster a professional, accountable, positive, and team-oriented work environment. Ensure staff follow established office policies and patient communication standards. Patient Experience Maintain an exceptional patient experience from the first phone call through treatment and postoperative care. Monitor the quality and timeliness of incoming calls, messages, emails, and patient follow-up. Handle escalated patient questions, concerns, complaints, and service-recovery situations professionally. Ensure patients receive consistent, accurate, and timely communication from the appropriate team member. Monitor front-desk standards, appointment timeliness, patient flow, and overall presentation of the practice. Protect patient confidentiality and maintain discretion when handling sensitive patient matters. Scheduling & Practice Coordination Oversee provider schedules and ensure appointment templates are being used effectively. Coordinate with the surgical coordinator regarding consultations, surgeries, preoperative appointments, postoperative visits, and patient scheduling needs. Help ensure appropriate coordination between the office, physician, surgical facilities, vendors, and outside providers. Monitor scheduling efficiency and identify opportunities to improve utilization and patient access. Ensure scheduling changes and important operational information are communicated to the appropriate team members. Financial & Performance Oversight Monitor daily transactions, payments, refunds, credits, invoices, and reconciliation for accuracy. Review practice performance and operational reports. Track key metrics such as new patient inquiries, consultation volume, lead sources, conversion, cancellations, scheduling, collections, and patient retention. Identify trends and opportunities to improve efficiency, patient experience, and practice growth. Assist leadership with budgeting, expenses, purchasing, and cost control. Ensure financial information and sensitive business information are handled confidentially. Marketing & Practice Growth Coordinate with outside marketing agencies, vendors, photographers, website teams, and other partners as needed. Monitor lead sources and ensure staff accurately documents how new patients heard about the practice. Help evaluate the quality of incoming leads and marketing performance. Coordinate practice promotions, patient communications, before-and-after content, reviews, and other marketing initiatives when appropriate. Support initiatives designed to strengthen patient retention, referrals, reputation, and overall practice growth. Vendors & Administrative Management Manage relationships with office vendors, software providers, financing companies, suppliers, and other outside partners. Maintain inventory and ensure clinical and office supplies are appropriately stocked. Review vendor issues, contracts, recurring services, and operational expenses as needed. Coordinate IT, phones, office equipment, software, and other operational systems. Assist the physician and leadership with administrative projects and practice initiatives. Prepare meeting agendas, follow up on action items, and ensure assigned projects are completed. Compliance & Quality Help ensure compliance with HIPAA, OSHA, employment policies, and applicable medical-office requirements. Maintain organized office documentation, policies, employee records, and required logs. Ensure staff consistently follows established procedures and standards. Protect confidential patient, employee, physician, and business information.

WHAT WE'RE LOOKING FOR

The ideal candidate is someone who is: Highly organized and exceptionally detail-oriented. Proactive and able to anticipate what needs attention. Comfortable taking ownership and making decisions within their role. A strong leader who can manage different personalities while maintaining accountability. Professional, polished, and confident communicating with high-end cosmetic patients. Calm and solutions-focused when handling difficult situations. Able to prioritize multiple responsibilities in a fast-paced surgical practice. Reliable, punctual, and consistent. Strong at following through without requiring repeated reminders. Comfortable working directly with a physician/owner. Business-minded and interested in improving systems, efficiency, and practice performance.

QUALIFICATIONS

Previous medical office management, practice management, or healthcare operations experience required. Experience in plastic surgery, facial plastic surgery, dermatology, aesthetics, med spa, ENT, cosmetic dentistry, or another elective/private-pay medical environment strongly preferred. Previous experience supervising and developing employees. Understanding of scheduling, patient communications, payments, office workflow, and medical-office operations. Experience with EMR/practice-management systems and CRM platforms preferred. Strong computer skills and ability to learn new software quickly. Excellent written and verbal communication skills. Strong judgment, discretion, and ability to handle confidential information.

WHAT SUCCESS LOOKS LIKE

Success in this position means the practice runs smoothly without the physician or leadership having to manage every operational detail. Staff members understand their responsibilities and are held accountable. Patients receive timely, professional communication. Problems are identified early and brought forward with possible solutions. Scheduling, payments, documentation, and office systems are accurate and organized. Most importantly, important details do not fall through the cracks. We are looking for someone interested in becoming a key long-term member of the practice and helping us continue to strengthen our operations, team, and patient experience.

Pay:

$85,000.00 - $140,000.00 per year

Work Location:

In person