Practice Manager

Position Overview

The Practice Manager is responsible for the overall operational performance of the clinic, ensuring an exceptional patient experience while maintaining efficient day-to-day operations. This individual will serve as the operational leader of the practice, overseeing staff, patient flow, scheduling, financial processes, inventory management, and administrative functions.

The ideal candidate thrives in a concierge healthcare environment, possesses strong leadership skills, and understands how to deliver a luxury patient experience while driving operational excellence.

Key Responsibilities

Clinic Operations

• Manage all day-to-day clinic operations.
• Establish and lead daily huddles, team meetings, and operational reviews.
• Develop and maintain efficient workflows and operating procedures.
• Proactively resolve operational issues and ensure seamless clinic performance.

Patient Experience

• Ensure a white-glove, concierge-level patient experience.
• Oversee front desk operations, scheduling, patient check-in/check-out, and communication.
• Build processes that promote patient satisfaction, retention, and loyalty.
• Address patient concerns and service recovery opportunities promptly.

Team Leadership

• Lead, mentor, and develop clinic staff.
• Manage hiring, onboarding, training, performance management, and accountability.
• Foster a positive, high-performance culture focused on service excellence.
• Conduct regular coaching and performance evaluations.

Financial & Administrative Management

• Oversee daily reconciliation, payment collection, and accounts receivable follow-up.
• Monitor scheduling efficiency, patient retention, and clinic performance metrics.
• Partner with finance leadership on monthly reporting and budget oversight.
• Ensure accurate documentation and billing processes.

Inventory & Vendor Management

• Maintain inventory levels and supply ordering.
• Coordinate with vendors and service providers.
• Ensure medications and supplies are properly stocked and managed.
• Prevent disruptions to patient care caused by inventory shortages.

Qualifications

Required Experience

• 5+ years of Practice Management experience within:
  • Concierge Medicine
  • Functional Medicine
  • Longevity Clinics
  • Cash-Pay Medical Practices
  • Premium Med Spa or Wellness Centers
• Experience managing teams of 6-15 employees.
• Experience overseeing practices generating $3M+ in annual revenue preferred.
• Strong understanding of patient scheduling, operations, and workflow management.
• Experience with cash-pay billing models, memberships, packages, and payment plans.

Preferred Experience

• Multi-site clinic expansion experience.
• Familiarity with:
  • Hormone Optimization
  • IV Therapy
  • Peptide Therapy
  • Ketamine Therapy
  • Hyperbaric Oxygen Therapy
  • Longevity & Wellness Services
• Experience improving patient retention, utilization, and satisfaction metrics.

Technical Skills

• Experience with EMR systems such as Athena, eClinicalWorks, ChARM, or similar.
• Strong reporting, KPI tracking, and operational analytics capabilities.
• Proficiency in Microsoft Office and practice management software.

Ideal Candidate Profile

The successful candidate will:

• Be highly organized and detail-oriented.
• Lead with warmth toward patients and accountability toward staff.
• Thrive in a fast-paced, entrepreneurial environment.
• Have a hands-on leadership style and willingness to jump into daily operations.
• Possess excellent communication and problem-solving skills.
• Demonstrate a passion for exceptional patient experiences and longevity medicine.
• Be comfortable building structure and processes within a growing organization.

Compensation & Benefits

• Base Salary:
• Performance Bonus Opportunity
• Health, Dental & Vision Insurance
• Paid Time Off
• Continuing Education Support
• Opportunity to help build and scale a rapidly growing concierge longevity brand

Sari Gillen