Office Manager
Solcara Health
The Role
Solcara Health is seeking an experienced, highly organized, and hands-on Office Manager to oversee the day-to-day operations of our growing practice.
This is a hybrid management and front-office position. We are looking for a leader who is equally comfortable managing employees and operations as they are working alongside the team at the front desk. This is not a traditional administrative management role where the manager operates solely from an office.
The Office Manager will regularly participate in front-desk responsibilities, including answering phones, scheduling appointments, greeting and checking patients in and out, collecting payments, responding to patient questions, and assisting with other front-office duties. The successful candidate will lead by example and step in wherever needed to ensure an exceptional patient experience and smooth daily operations.
At the same time, this individual will assume ownership of many of the administrative and human resource responsibilities currently managed by the owner, including employee scheduling, staffing, onboarding, day-to-day employee management, operational oversight, and coordination of marketing initiatives.
Our goal is to find an experienced healthcare professional who can become the day-to-day operational leader of Solcara Health, allowing ownership to focus on patient care, clinical leadership, and strategic growth.
The ideal candidate is proactive, accountable, organized, solutions-oriented, and comfortable making decisions. They should have a strong understanding of the patient experience and recognize that no task is "beneath the manager." When the phones are ringing or the front desk needs assistance, this person is expected to jump in and help.
Core ResponsibilitiesHands-On Front Desk & Patient Support
As a hybrid position, the Office Manager will regularly work at and provide coverage for the front desk while simultaneously overseeing practice operations.
Responsibilities include:
- Answer incoming phone calls promptly and professionally
- Respond to patient emails, messages, and inquiries
- Schedule, confirm, cancel, and reschedule patient appointments
- Greet patients warmly and professionally upon arrival
- Check patients in and out
- Collect and process patient payments
- Assist patients with forms, appointments, services, and general questions
- Maintain accurate patient information and documentation
- Assist with patient intake forms and administrative paperwork
- Upload and organize documents, records, and lab results as appropriate
- Communicate with providers and clinical staff regarding patient needs
- Maintain an organized, professional, and welcoming front-desk environment
- Provide front-desk coverage during employee absences, breaks, busy periods, or staffing shortages
- Lead by example by actively assisting the team during periods of high patient or call volume
The Office Manager should expect to spend a meaningful portion of their time working directly within daily front-office operations rather than solely performing management duties.
Practice Operations
- Take ownership of the day-to-day operations of Solcara Health
- Ensure the practice runs efficiently, professionally, and consistently
- Oversee workflows across the front office, clinical team, and administrative functions
- Ensure each location is appropriately staffed and prepared for the day's patient schedule
- Develop, maintain, and improve office procedures and operational systems
- Identify inefficiencies and implement practical solutions
- Ensure opening and closing procedures are completed consistently
- Resolve routine operational issues independently without requiring owner involvement
- Maintain high standards for organization, cleanliness, professionalism, and patient readiness
- Help coordinate operations between Solcara Health locations
- Anticipate operational needs and address issues proactively
Human Resources & Employee Management
A primary responsibility of this position is to assume ownership of the day-to-day employee and human resource functions that would otherwise require the owner's attention.
Responsibilities include:
- Manage routine employee-related matters and serve as the first point of contact for staff
- Create, manage, and publish employee schedules
- Manage employee availability, time-off requests, schedule changes, call-outs, and coverage
- Maintain appropriate staffing levels based on patient volume and business needs
- Monitor employee attendance, punctuality, reliability, and adherence to schedules
- Assist with recruiting, interviewing, and hiring new employees
- Coordinate onboarding and training for new team members
- Ensure new-hire documentation and onboarding requirements are completed
- Maintain organized and confidential employee records
- Conduct regular employee check-ins and participate in performance reviews
- Address routine performance, attendance, communication, and workplace concerns
- Provide employees with clear expectations, coaching, feedback, and accountability
- Help maintain job descriptions, employee policies, training materials, and standard operating procedures
- Coordinate required employee training and professional development
- Ensure employees follow company policies, procedures, dress standards, confidentiality requirements, and workplace expectations
- Foster a positive, professional, and accountable workplace culture
- Escalate significant HR, legal, compliance, or personnel matters to ownership when appropriate
Employee Scheduling & Staffing
- Develop and publish employee schedules in a timely manner
- Coordinate staffing across locations based on patient schedules and operational needs
- Manage coverage for vacations, sick leave, call-outs, and unexpected absences
- Proactively address staffing gaps and scheduling conflicts
- Monitor overtime and staffing efficiency
- Adjust staffing when patient volume or business needs change
- Step into front-office coverage personally when needed
Patient Experience
- Establish and maintain a high standard of patient service throughout the practice
- Help create a warm, professional, and concierge-level patient experience
- Monitor the patient journey from the initial phone call through scheduling, arrival, treatment, checkout, and follow-up
- Address and resolve patient concerns professionally and promptly
- Train and coach employees on patient service and communication expectations
- Ensure patient calls and messages are handled promptly and professionally
- Identify opportunities to continually improve the patient experience
- Model the level of service expected from every member of the team
Administrative & Medical Office Oversight
- Oversee patient scheduling, confirmations, cancellations, and rescheduling processes
- Ensure accurate patient registration and administrative documentation
- Monitor front-office workflows and ensure tasks are completed accurately and on time
- Oversee patient intake documentation, forms, records, and communication
- Ensure information is maintained accurately within the EMR and other practice systems
- Coordinate communication between administrative staff, providers, and clinical team members
- Ensure HIPAA, confidentiality, and privacy requirements are consistently followed
Financial & Payment Oversight
- Oversee front-office payment collection and transaction processes
- Personally process patient payments when working at the front desk
- Ensure patient balances and outstanding payments are appropriately communicated and addressed
- Monitor the accuracy of payment records, charges, invoices, and related documentation
- Identify and help resolve payment discrepancies
- Help establish procedures to improve collection efficiency
- Coordinate with ownership, bookkeeping, or billing resources as needed
Marketing & Practice Growth
The Practice Manager will also help ensure Solcara Health's marketing initiatives are consistently executed at the practice level.
Responsibilities include:
- Coordinate and oversee day-to-day marketing initiatives
- Assist with social media, email marketing, promotions, events, and patient communications
- Coordinate with outside marketing vendors or partners
- Ensure the Solcara Health brand is represented consistently and professionally
- Help execute strategies designed to attract new patients and retain existing patients
- Monitor patient reviews and assist with reputation-management efforts
- Identify opportunities for community outreach, events, partnerships, and referral relationships
- Coordinate promotional calendars and ensure employees understand current campaigns and offerings
- Help track marketing activities and results
- Identify opportunities to convert patient inquiries into scheduled appointments
- Ensure the front-office team understands how excellent phone service and patient follow-up contribute to practice growth
Inventory, Vendors & Facilities
- Monitor office, medical, and patient-facing supplies
- Maintain appropriate inventory levels and organized ordering processes
- Coordinate with vendors and service providers
- Manage routine office and facility needs
- Ensure forms, supplies, promotional materials, and patient materials are readily available
- Identify opportunities to improve vendor service or control unnecessary expenses
Leadership & Communication
- Serve as the primary day-to-day communication link between ownership, providers, clinical staff, and administrative employees
- Lead regular staff meetings and communicate priorities, expectations, and operational updates
- Create accountability while maintaining a positive and supportive team environment
- Encourage effective communication and teamwork
- Address problems proactively rather than waiting for ownership to intervene
- Provide ownership with appropriate updates regarding staffing, operations, patient concerns, marketing initiatives, and significant practice issues
- Protect the owner's time by independently handling appropriate day-to-day employee and operational matters
- Lead from the front by being willing to perform the same patient-facing and administrative duties expected of the team
Qualifications
Required
- Previous management experience in a medical, healthcare, aesthetics, wellness, dermatology, plastic surgery, med spa, concierge medicine, or similar patient-focused environment
- Prior experience supervising and managing employees
- Previous hands-on medical front-office experience
- Experience creating and managing employee schedules
- Experience with hiring, onboarding, training, employee performance, and other day-to-day HR responsibilities
- Strong understanding of patient scheduling, phone management, check-in/check-out, and front-office workflows
- Willingness and ability to work the front desk and provide direct patient support as part of the regular responsibilities of the position
- Ability to balance management responsibilities with hands-on operational duties
- Demonstrated ability to take ownership and solve problems independently
- Strong leadership and interpersonal skills
- Excellent organizational and time-management skills
- Excellent verbal and written communication skills
- Professional, polished, and patient-focused demeanor
- Strong attention to detail and follow-through
- Ability to multitask and change priorities quickly in a fast-paced environment
- Comfortable holding employees accountable while maintaining a positive workplace culture
- Proficiency with computers, scheduling platforms, EMR systems, and office technology
- Ability to maintain strict confidentiality and comply with HIPAA requirements
Preferred
- 3+ years of medical office or practice management experience
- Experience in aesthetics, wellness, dermatology, plastic surgery, women's health, concierge medicine, or another elective/cash-pay healthcare environment
- Experience managing multiple practice locations
- Experience with employee scheduling, payroll/timekeeping, onboarding, and HR administration
- Experience with marketing, social media, patient acquisition, and patient retention
- Experience developing policies, procedures, training materials, and standard operating procedures
- Familiarity with EMR, practice-management, CRM, and digital marketing platforms
The Person We're Looking For
This position is best suited for someone who enjoys being both a manager and an active member of the team.
You may begin the morning reviewing staffing and addressing a call-out, then spend time answering phones and checking in patients, meet with an employee regarding performance expectations, coordinate with a marketing vendor, review the upcoming schedule, resolve a patient concern, and finish the day ensuring the team and office are prepared for tomorrow.
We are looking for someone who sees what needs to be done and takes ownership of it.
The right person will not wait for the owner to solve routine staffing, scheduling, patient, or operational problems. They will have the judgment and experience to address issues appropriately and know when something genuinely requires escalation to ownership.
What Success Looks Like
Success in this role means that the practice operates smoothly without ownership having to manage the details of daily operations.
Employee schedules are completed and appropriately staffed. Team members understand their responsibilities and are held accountable. Patient calls are answered and returned. Patients receive an exceptional experience. Front-office workflows are organized. Marketing initiatives are executed. Problems are identified and addressed quickly.
Most importantly, the Practice Manager becomes a trusted, hands-on operational leader who can manage the practice while remaining actively involved in the patient experience.
At Solcara Health, leadership means being willing to step in wherever needed. The Practice Manager should be just as comfortable answering a ringing phone or checking out a patient as they are managing an employee, developing a schedule, or improving an operational process.
Pay: From $23.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Paid time off
Work Location: In person
