Position Summary: The Clinic Manager is the day-to-day operational leader for our flagship San Jose location. This role is the on-site “go-to” for staff, providers, and patients, owning facilities and workflow execution, staffing and scheduling, training delivery, patient experience, and ongoing people leadership.
Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Meetings and Staff Communication
- Attend Director’s Meeting and other meetings as scheduled..
- Maintain transparent communication channels between staff, providers, and practice leadership.
Day-to-Day Operations
- Direct daily operations in clinic, including clinical readiness, efficient room flow, and provider support.
- Serve as the on-site operational escalation point for workflow and scheduling issues.
- Maintain alignment between surgical, medical spa, and administrative teams on-site.
Staffing, Scheduling & Resource Allocation
- Build, publish, and maintain the schedule for surgical support staff, medical staff, externs, and front office.
- Forecast staffing needs based on volume and provider schedules.
- Manage sick-call coverage and urgent staffing gaps in real time.
- Take and approve time-off requests.
- Support extern integration and development.
Human Resources Leadership
- Work with the Human Resources and Payroll manager to:
- Partner on recruiting, interviewing, and onboarding for clinic and medical spa roles.
- Complete an annual review for each direct report and provide ongoing performance coaching.
- Supervise disciplinary action, including performance improvement plans as necessary.
- Support employee relations and foster a positive team culture.
- Complete and monitor reasonable accommodation requests.
- Monitor clock-in times and ensure that lunches are appropriately given and received.
- Mentor new staff members and identify skill gaps and growth opportunities.
Training Delivery & Onboarding
- Lead structured onboarding and competency validation; train new staff in basic job duties or arrange for appropriate training.
- Deliver training on new or changed workflows, compliance updates, and system enhancements, and verify staff proficiency.
- Identify training needs from the floor and surface them for inclusion in SOP and training-manual updates.
Surgical Clinic Support & Chart Readiness
- Oversee operational aspects of the clinic
- Manage day-to-day operations and on-site provider support; maintain treatment room readiness, supply levels, and equipment functionality.
- Oversee scheduling efficiency, provider utilization, and daily productivity; support medical spa promotions, open houses, and events.
- Monitor service mix, retail performance, and revenue trends, and surface insights to leadership.
- Ensure treatment safety, compliance, and adherence to scope-of-practice guidelines in partnership with clinical leadership.
Patient Experience & Service
- Serve as the lead contact for escalated patient issues; investigate concerns, work with the management team to create solutions, and document outcomes.
- Communicate with patients regarding the resolution in a timely manner, close the loop, and implement changes to prevent recurrence.
Review Management
- Drive review generation by training staff on point-of-care request workflows and monitoring request/response volume.
- Surface themes in review feedback to inform operational and patient-experience improvements.
Compliance, Safety & Regulatory Execution
- Ensure that facilities and staff obey all HIPAA, OSHA, Quad A, and applicable state regulations; conduct regular on-site audits and maintain documentation.
- Oversee incident reporting, PPE standards, and daily safety protocols.
- Collect contracts and business associate agreements and provide them to the Director of Operations.
- Maintain medical spa -specific compliance items (medical director oversight documentation, delegation protocols, standing orders, device logs) in partnership with clinical leadership.
Inventory, Equipment & PO Oversight
- Monitor inventory levels across departments; ensure equipment and consumables are prepared for daily operations.
- Manage routine PO approvals and day-to-day purchasing workflows within established thresholds; escalate larger spend and vendor decisions to the Practice General Manager.
- Support cost containment and efficient supply utilization.
EMR (PatientNOW)
- Be a subject-matter expert for invoicing, scheduling, and clinical documentation in PatientNOW; assist staff when they have questions.
- Ensure accurate configuration of services, providers, and templates for both clinic and medical spa workflows, and extract EMR and operational data to support day-to-day reporting and decision-making.
KPI Management
- Collaborate with the Practice General Manager on KPI design for facilities, clinical performance, and operations.
- Own follow-through on operational KPIs — tracking, reporting, action planning, and communicating performance to staff and providers — and implement changes when necessary.
- Responsible for sales of products, facility utilization
Team Participation & Other Duties
- Participate on the Quality Management Team; complete RISQI Reports as needed and implement workflow enhancements to improve efficiency, safety, and patient experience.
- Work together with all members of the Team to give the patient a truly concierge process, providing backup and assisting other staff as needed.
- Management may assign projects or special tasks as needed.
Qualifications:
Education and Experience
- High school graduate or equivalent; associate or bachelor’s degree preferred.
- Minimum 5 years managing a clinic or medical practice, with 3+ years of demonstrated people-leadership experience.
- Experience leading multi-disciplinary teams in fast-paced environments.
- Experience in aesthetics, plastic surgery, dermatology, or a high-volume concierge medical practice strongly preferred.
Technical Abilities
- Proficiency with PatientNOW EMR and TouchMD, including the ability to extract EMR and operational data to support day-to-day decision-making.
- Advanced use of Microsoft 365 (Outlook, Excel, Word, PowerPoint) and Microsoft Teams.
- Ability to build and interpret Excel trackers, dashboards, scheduling matrices, and operational analytics.
- Proficiency with Shifts or a comparable staff scheduling tool.
- Experience with purchase order (PO) systems and inventory workflows.
- Utilization of the Bridge review management platform for employee review monitoring, response, and generation.
- Familiarity with aesthetic vendor loyalty programs.
- Competence in cloud-based file management.
- Communication and Problem Solving
- Strong problem-solving and analytical skills.
- Excellent communication skills, both written and verbal.
- Empathetic with patient needs and concerns.
- Ability to multi-task in a fast-paced environment.
- Well organized with strong attention to detail.
- Excellent time management skills.
- Takes initiative to resolve issues independent of direct supervision.
- Conflict resolution and de-escalation with staff, providers, and patients.
- Comfortable giving and receiving feedback; able to coach and develop staff.
Communication and Problem Solving
- Possess a wide-ranging knowledge of cosmetic procedures.
- Good problem solving and analytical skills.
- Excellent communication skills.
- Empathetic with patient needs and concerns.
- Ability to multi-task.
- Well organized with attention to detail.
- Excellent time management skills.
- Excellent follow-up skills
- Take initiative to resolve issues independent of direct supervision.
Patient Confidentiality
- Knowledge of State and Federal (HIPAA) privacy laws and medical marketing restrictions.
- Discretion in handling diverse and challenging situations while adhering to patient privacy regulations.
Availability
- Reliable transportation.
- Ability to work at the San Jose office
- Ability to work 8:30 AM to 5:30 PM daily with 1 hour lunch.
- Available on-site for escalations during clinic and medical spa operating hours; the role is primarily in-person by design.
Immunizations and Tests
Aesthetic Knowledge
- Possess wide-ranging knowledge of aesthetic healthcare and practice offerings across both surgical and non-surgical (medical spa) services.
- Ability to credential each surgeon and aesthetic provider to a patient.
- Working familiarity with common medical spa modalities (e.g., injectables, energy-based devices, skincare) sufficient to support staff and patient questions at a management level.
Physical Demands:
Physical Requirements
- Ability to stand and/or walk for extended periods of time.
- Engage in moderate to heavy walking, pushing, pulling, crouching, bending, stretching, and twisting.
- Ability to carry up to 25 pounds.
Work Environment:
Environmental Hazards and Job Conditions
Exposure to
- Hazardous chemicals. Infrequent, Low.
- Infectious disease while in decontamination area and during all patient contact. Infrequent, Low.
- Bloodborne pathogens. Infrequent, Low.
Personal Protective Equipment (PPE) required based on procedure.
Mask
- Must follow guidelines set by Santa Clara County Health Department as well as internal policies for illness.
Pay: $90,000.00 - $110,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Health savings account
- Paid time off
- Retirement plan
- Vision insurance
Education:
Experience:
- clinical management: 5 years (Required)
Location:
- San Jose, CA 95124 (Required)
Ability to Commute:
- San Jose, CA 95124 (Required)
Willingness to travel:
Work Location: In person
