ROSE INJECTABLES
Office Manager — Practice Operations
Full-Time | Colorado Springs & Cañon City, CO | $62,000 – $78,000 + quarterly bonus
Position Details
Position: Office Manager — Practice Operations
Reports To: Physician-Owner & Medical Director
Direct Reports: Concierge / Front Office, Schedule Coordinator, Medical Assistants and other back office staff including providers, Housekeeping and facility vendors
Locations: Colorado Springs (1330 W. Colorado Ave) and Cañon City (1032 Royal Gorge Blvd). Travel between both required.
Classification: Full-Time · Exempt (Executive/Administrative) · approx. 40 hrs/week on-site
Compensation: $62,000 – $78,000 annually, depending on experience, plus quarterly performance bonus
Position Summary
The Office Manager owns daily operations across all Rose Injectables locations. This role owns onboarding, compliance adherence, staffing, scheduling, payroll, patient response standards, inventory accountability, vendors, and facilities. The position reports to the Physician-Owner and holds the operational authority that currently sits with the founders. Success means the founders return to clinical care and visionary work while the practice runs to an identical standard at every site.
Company Summary
Rose Injectables ranks in the top 1% of medspas in the United States — a physician-led women's health and aesthetics boutique with two Colorado locations and a plan to reach three to four. The practice is #1 nationally for the Perky Peach® procedure and the top Morpheus8 provider in Colorado, a top-percentile Biote hormone provider, and a national training organization with more than 7,000 practices trained. We hold 475+ five-star Google reviews and our mission is to reach 24,000 women with redefined care.
Our Core Values
- Invested — every outcome, maximal results
- Impact — anticipate every need with urgency and thoughtful detail
- Innovative — raising the standard daily
- Inspiring — elevate everyone around you
- Intentional — action by design and care, always striving for the best
Reporting & Authority
This role reports to the Physician-Owner. Single reporting line, by design, with weekly meetings with the founders for continuity of role.
Rose Injectables is owned and operated by a married couple — M.D. and R.N. Part of this role is removing the founders from managing the daily operational transactions and each other by owning protocol enforcement, accountability conversations, schedules, and operational decisions directly. The Office Manager holds every team member to the same written standard, including the Co-Founders. This role says "that is not the protocol" to seasoned staff, new hires, and business owners, professionally, and works alongside them the next day. Consistency is key. Clarity and the "why" behind the decisions and history is important to understand.
One hard line: clinical judgment, scope of practice, and medical decision-making belong to the Physician-Owner. Everything operational will belong to this seat.
Five Success Outcomes
How this role is judged at 90 days and beyond.
- Founders stop being the daily failsafe. Non-clinical escalations drop to two or fewer per week.
- Protocol adherence is measured, not assumed. Every checklist has a tracked completion rate reported weekly.
- Pricing and program integrity is airtight. One price book, one discount matrix, zero undocumented overrides.
- Every position is fully developed before scaling. Each role has a written owner, competency tracker, and sign-offs.
- Both locations run identically. Same experience, pricing, and standard at every site.
Objectives
Listed in order of significance.
- Enforce operational and compliance adherence. Audit checklist completion, protocol adherence, and documentation currency at every location. Report the compliance score weekly.
- Own patient response standards. Ensure every call, email, text, and message across all channels receives a same-day human response, and that every clinical question receives a provider callback by the next business day.
- Lead the team. Own staffing, scheduling, coverage, inclement weather, PTO, time clock accuracy, real-time coaching, and documented corrective action across all locations.
- Absorb non-clinical escalation. Resolve operational questions, conflicts, and gaps at this seat rather than routing them to ownership.
- Manage new leads. Work with staff to uphold standards, monitor outreach and response time, and track and nurture leads. Utilization of a CRM such as GoHighLevel required. Weekly status report.
- Own marketing and advertising execution. Work with the team, on-site or virtual, on content creation, video, and education, then track, test, critically evaluate, and troubleshoot marketing to ensure ROI. Weekly status report.
- Govern pricing, discounts, and memberships. Maintain the price book, discount authority limits, stacking rules, package terms, membership enrollment, and cancellation policy. Certify every patient-facing team member before independent quoting, and audit monthly.
- Protect the schedule. Enforce service duration standards and booking approval rules so chair time is neither overbooked nor wasted. Track provider utilization. Ensure appointment documentation is fully completed for smooth visits.
- Own charting completion. Ensure full completion of charting, order adherence of charts, and movement to paperless charting.
- Control inventory. Run counts, par levels, reorder points, and daily reconciliation of physical count against documented utilization against charges. Maintain custody records audit-ready, including high cost or controlled medication chain of custody.
- Own onboarding. Build and run role-specific training paths, competency trackers, and 30/60/90 sign-offs so every position is trainable from written material without a founder. Adhere to provider training and contracts as well.
- Run payroll and accounts payable. Submit payroll on schedule without owner intervention once signed off, manage AP and the payment cycle and submit for payment, collect receivables, and eliminate unnecessary fees.
- Recruit and hire staff. Post positions, screen candidates, run interviews, assign tasks to staff regarding interviews or skills testing, extend offers with owner approval, and coordinate the process for clinical hires.
- Deliver reporting. Maintain a weekly KPI dashboard, present updates to staff weekly, provide support in hitting targets, and deliver a complete monthly operations report to ownership by the 5th.
- Recover revenue leakage. Identify errors in charges and unapproved discounts, and close unused packages, lapsed memberships and non-payment, overdue invoices, and unfilled appointment slots.
- Serve as HIPAA Privacy Officer and own OSHA, workplace safety, BAA tracking, business licensing, insurance administration, and corporate filings, with the Physician-Owner as final signer.
- Administer practice systems. Serve as super-user for Zenoti, Jotform, scheduling, payments, CRM, and the phone system, and write or optimize the SOPs that make every role coverable from documentation.
- Manage facilities and vendors. Own maintenance, repairs, supplies, safety, equipment service, vendor accounts, contracts, and renewals at every site. Set par minimum and maximum for all items.
Competencies
- Practice management across multiple sites — 3 to 5 years in a multi-location healthcare, medical office, or med spa environment · required
- Staff supervision — hiring, onboarding, performance management, documented corrective action including progressive discipline, monitoring, and accountability · required
- EMR / scheduling system administration at an admin or full configuration level — Zenoti preferred · required
- Payroll administration — submitting payroll on a defined cadence to a third-party provider, and managing and tracking PTO and sick leave for transparency and verification with HR · required
- Accounts payable, daily reconciliation, daily cash drawer, and multi-location deposit management · required
- Training program and SOP development from scratch — many exist but need optimization · required
- Regulatory compliance administration — HIPAA, OSHA, licensure and insurance tracking · required
- Comfort working for a founder-run practice and holding ownership accountable to documented operating standards · required
- Ability to travel regularly between Colorado Springs, Cañon City, and Arizona or other states as needed · required
- Inventory control and high-value product custody, including high cost and Schedule III product chain of custody · preferred
- Vendor negotiation and cost reduction · preferred
- Enforces standards without personalizing conflict; writes the process rather than repeating the fix; steady under pressure; discreet with confidential information; finishes what is started
KPIs
- Onboarding sign-offs completed on schedule — 100%, reviewed per hire
- Daily checklist completion, all sites — 98% or higher, reviewed weekly
- Location compliance score, every site — 95% or higher, reviewed monthly
- Messages unanswered at end of day, all channels — zero, reviewed daily
- Callbacks delivered and documented next business day — 100%, reviewed weekly
- Owner escalations for non-clinical issues — two or fewer per week by Day 90, reviewed weekly
- Payroll submitted on time and accurately — 100%, reviewed semi-monthly
- Undocumented discounts or price overrides — zero, reviewed monthly
- Inventory count matches utilization and charges — 100%, reviewed daily
- Provider utilization rate — 86% or higher, reviewed weekly
- Marketing ROI and New Lead Management— 3x to 5x spend, reviewed monthly
- Monthly operations report delivered by the 5th — 100%, reviewed monthly
Education & Experience
- Associate's or bachelor's degree preferred
- 3 to 5+ years operational management in a multi-location healthcare, medical office, or med spa environment · required
- Documented staff hiring and performance management experience · required
- Reliable transportation and willingness to travel between Colorado Springs and Cañon City · required
Work Schedule
Full-time. Clinic start times range from 7:30 to 7:45 AM with departure as late as 9:30 PM depending on scheduling. This role must be present in person to observe and support staff working all shifts, days of the week, and times. If staff need assistance, this role is expected to jump in and be the support they need. This role also cannot choose to work only when convenient. It is imperative that this role be present at various times in order to keep consistency and oversight. Attending networking or business events as requested.
Physical Requirements
- Stand and walk for extended periods throughout the shift
- Lift, carry, pull, and reach overhead 40 to 50 lbs
- Drive between practice locations on a regular schedule
- Work in a clinical environment with medical devices and products
Compensation & Benefits
$62,000 – $78,000 annually, depending on experience
- Quarterly performance bonus tied to the KPIs above
- Paid time off per the Rose Injectables Employee Handbook
- Colorado FAMLI participation and Colorado paid sick leave
- 401(k) with matching
- Wellness program and pet insurance
- Discounted or complimentary aesthetic treatments
- One family member eligible for employee benefits
- Ongoing training in aesthetics and women's health
- Advancement path — this seat maps to Director of Operations as the practice grows
Commitment to Diversity
Rose Injectables is an equal opportunity employer committed to diversity and inclusion in the workplace. Rose Injectables prohibits discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
Interview Process
Four rounds. Target: offer extended within 30 to 45 days of posting.
- Round 1 — Virtual screen, 10 minutes. Baseline qualify: experience, systems, compensation expectations, and travel between locations.
- Round 2 — In-person interview, 45 to 60 minutes. Operational depth, leadership, accountability, payroll and finance experience, and culture fit.
- Round 3 — Shadow and skills testing, up to half a day on site. Case preparation and presentation, observed in the practice. Live operational scenarios, Zenoti admin capability, and how the candidate handles the floor.
- Round 4 — Core values interview, 45 minutes. Demonstrated alignment with each Rose Injectables core value, with specific examples from prior roles.
How to Apply
Apply through this posting. Submit your resume and answers to the questions requested.
Application questions to be completed:
- Describe your practice management experience — number of staff, number of locations, annual revenue when you joined and departed plus what you were directly accountable for.
- What EMR or scheduling systems have you administered, and at what level — user, admin, or full configuration ownership?
- Describe a time you held someone above you — an owner, physician, or senior leader — accountable to a policy. What did you say, and what happened next?
- Describe your payroll, accounts payable, or daily reconciliation experience with a specific example.
- Describe a training or onboarding program you built.
- This position requires a background check, credit check, and drug screening. We are a smoke-free workplace. Can you meet these requirements?
- Our dress code includes black scrubs, clean closed-toe shoes, name badge, maximum one set of earrings in the lower lobe, no visible tattoos, and no facial piercings. Can you meet these requirements?
If this posting has caught your attention, feel free to email us as well at [email protected]. Let us know your interest in this position. Please note that we are not able to field candidate phone calls during clinic hours, so Indeed or online platforms are our primary and best point of contact — watch for updates and information there.
This posting remains open until the position is filled. The posting will go on hold or pause if we are reviewing multiple applicants simultaneously. Applications are reviewed on a rolling basis.
Pay: $62,000.00 - $78,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Employee discount
- Health savings account
- Paid time off
- Professional development assistance
- Retirement plan
Application Question(s):
- Our dress code includes black scrubs, clean closed-toe shoes, name badge, maximum one set of earrings in the lower lobe, no visible tattoos, and no facial piercings. Can you meet these requirements?
- Describe your practice management experience — number of staff, number of locations, annual revenue when you joined and departed plus what you were directly accountable for.
- What EMR or scheduling systems have you administered, and at what level — user, admin, or full configuration ownership?
- Describe a time you held someone above you — an owner, physician, or senior leader — accountable to a policy. What did you say, and what happened next?
- This position requires a background check, credit check, and drug screening. We are a smoke-free workplace. Can you meet these requirements?
- Describe a training or onboarding program you built and experience you have utilizing jotform and its features
- Describe your payroll, accounts payable, or daily reconciliation experience with a specific example.
Work Location: In person
