Company Overview
Our Plastic Surgery Office is dedicated to providing exceptional aesthetic and reconstructive surgical services. Our team is committed to delivering personalized care in a professional and welcoming environment, utilizing the latest medical practices and technology.
Job Overview
We are a premier, highly successful plastic surgery practice in Westport, CT, seeking a polished, highly organized, and process-driven Practice Administrator to join our established team. This is a pivotal leadership role for a professional who thrives in a structured, high-expectation environment and takes pride in ensuring that proven systems are followed consistently and precisely.
The Practice Administrator will oversee day-to-day operations, staff management, scheduling, patient experience, vendor coordination, and administrative workflows. This person will be responsible for ensuring that the practice runs smoothly, efficiently, and in strict alignment with established policies, manuals, checklists, and protocols.
The ideal candidate is extremely detail oriented, operationally disciplined, and comfortable working within clearly defined systems. This is not a role for someone looking to reinvent the practice or operate independently of established direction. Rather, we are seeking a steady, accountable leader who can execute directives, maintain consistency, uphold standards, and ensure the team does the same.
This role requires a unique balance of leadership and adaptability. The Practice Administrator must have the management confidence to supervise a diverse team, hold staff accountable, and keep daily operations moving, while also being receptive to detailed direction from a practice owner with very high standards and specific expectations for how work should be completed. The successful candidate will have strong professional maturity, excellent follow-through, a thick skin, and the ability to receive feedback constructively without becoming defensive.
We are looking for someone who values structure, consistency, precision, and accountability. If you are an organized, thoughtful, and process-oriented healthcare operations professional who takes pride in executing at a high level, we invite you to apply.
Responsibilities
- Lead the day-to-day operations of the practice, including maintaining a positive and productive work environment, ensuring smooth administrative and clinical workflows, supporting a high-end patient experience, and monitoring overall practice performance.
- Directly supervise office operations and staff, including Patient Care Coordinators, Administrative Assistants, and Clinical Providers. Ensure team members understand expectations, follow established protocols, complete tasks accurately, and maintain the service standards of the practice.
- Maintain strict adherence to the practice’s established manuals, checklists, policies, and procedures. Ensure that work is completed according to defined systems and that deviations are identified, addressed, and corrected promptly.
- Develop a strong working knowledge of surgical and non-surgical procedures in order to support patient education, pre- and post-operative instructions, the consultation discovery process, quoting, booking, and related administrative workflows.
- Oversee Nextech functions, including scheduling, posting charges and payments, tracking conversion rates, monitoring patient follow-up, and utilizing the ladder system to identify and follow up with hot, warm, and cold leads.
- Coordinate surgical folders and related documentation, ensuring accuracy, completeness, timeliness, and compliance with practice protocols.
- Manage and coordinate staff schedules to ensure appropriate coverage, productivity, and operational efficiency.
- Serve as a key point of accountability for administrative execution, including monitoring task completion, auditing workflows, identifying gaps, and ensuring follow-through.
- Liaise with IT, marketing, and other external vendors to ensure timely communication, project execution, and issue resolution.
- Manage office inventory with attention to organization, availability, cost containment, and appropriate purchasing processes.
- Encourage satisfied patients to post online reviews to RealSelf and Google while maintaining professionalism and compliance with patient privacy standards.
- Maintain patient confidentiality by following the HIPAA Compliance Plan and ensuring Protected Health Information is released only as appropriate.
- Support a culture of excellence, accountability, and consistency by modeling professionalism, responsiveness, attention to detail, and respect for established processes.
Qualifications
- Demonstrated experience leading healthcare teams.
- Proven experience working in a fast-paced, high-touch customer service environment.
- Exceptional attention to detail and commitment to accuracy.
- Strong process orientation and comfort following established systems, checklists, and protocols.
- Ability to implement and reinforce practice policies without creating unnecessary deviation or disruption.
- Professional maturity and ability to receive direct feedback constructively.
- Strong leadership presence with the ability to supervise staff, hold team members accountable, and maintain a positive work environment.
- Clear history of project management, operational execution, and follow-through.
- Ability to interpret financial reports, audit data, and utilize practice analytics.
- Strong organizational skills and ability to manage multiple priorities simultaneously.
- Team-first mentality and positive attitude.
- Excellent communication skills across written, verbal, and interpersonal formats.
- Demonstrated self-motivation, reliability, and initiative within established boundaries.
- Ability to prioritize work streams, solve problems, and escalate issues appropriately.
- Strong history of personal accountability and professional integrity.
- Track record of employment stability, energy, and enthusiasm.
- Professional appearance and demeanor.
- Experience with MS Office, Excel, email platforms, and Nextech software.
Education and Experience
- Six or more years of business operations and management experience in a healthcare setting.
- Plastic Surgery, Aesthetics, Dermatology, Med Spa, or other surgical office experience preferred.
- Bachelor’s degree preferred.
Benefits
- Competitive Salary
- Monthly and Quarterly bonus potential
- Paid time off
- Employee discount with services
Pay: From $80,000.00 per year
Benefits:
- Employee discount
- Paid time off
- Retirement plan
Education:
Experience:
- Plastic surgery and/or Aesthetics: 1 year (Preferred)
- Medical office management: 6 years (Required)
Work Location: In person
