Med Spa Manager

Patient Experience & Front Desk Excellence

Deliver a warm, professional, and elevated experience to every patient from initial contact through follow-up.
Coordinate daily clinic operations with management, consistently optimizing patient scheduling and flow.
Provide real-time support to the team to reinforce clinic standards and ensure consistent execution of procedures.
Assist with patient-facing responsibilities, including check-in and check-out, scheduling appointments, discussing financial matters, educating treatments, and guiding patients through rewards programs as needed.
Monitor patient flow between the front and back office daily, promptly addressing any issues to maintain efficiency and a calm environment.
Oversee timely patient outreach, including treatment follow-ups, expiring reminders, and responses to inquiries and voicemails, ensuring tasks are completed within established timeframes.
Coordinate vendor training and product education sessions in collaboration with Leadership as scheduled.
Manage front desk financial responsibilities, including processing deposits, withdrawals, cash tips, and cash box management, and perform daily reconciliations.
Monitor usage patterns and contribute to cost-awareness and operational efficiency on a regular basis.

Operational Leadership

Onboard and train new Patient Care Coordinator (PCC) staff at each location, ensuring completion of all required modules within the first month of employment.
Support daily clinic operations in partnership with the Practice Manager, consistently optimizing scheduling, patient flow, and resource allocation.
Maintain a polished, organized, and brand-aligned reception area and retail space through daily inspections and upkeep.
Oversee scheduling to ensure appropriate coverage, efficient patient flow, and balanced workload across all locations, reviewing schedules weekly.
Assign daily tasks to PCCs and monitor completion and accuracy, providing feedback as needed.
Collaborate with providers to support service education, ensure accurate treatment communication, and address operational needs as they arise.
Update daily huddle boards, prepare monthly reports, and maintain communication tools to keep teams aligned and informed.
Partner with Marketing to create and share patient-facing content, such as birthday posts and engagement initiatives.
Communicate monthly promotions and events to staff, ensuring timely dissemination of information.
Conduct daily audits of invoice checkouts to ensure accuracy and compliance.
Conduct quarterly one-on-one meetings with each front desk team member and participate in quarterly review meetings with the Leadership team.

Inventory Management

Manage inventory and supplies, ensuring that all products are stocked and available for use at all times.
Perform end-of-month and daily inventory audits to identify and correct any variances, reporting findings to management.
Coordinate with the Practice Manager/Practice Director to replenish stock, while minimizing waste and controlling costs.
Monitor procurement orders and receivables continuously to maintain optimal inventory levels.

Performance Metrics

Achieve a patient retention rate of at least 85% per quarter and report monthly conversion rates to management.
Complete onboarding and training for all new PCC hires within their first month of employment.
Maintain a minimum of 90% positive feedback from patients and staff, as measured by monthly surveys and reviews.
Ensure timely completion of all assigned tasks and responsibilities, with at least 98% of tasks completed by their deadlines.
Meet or exceed operational benchmarks set by management, as determined by quarterly performance reviews.