Cosmetics Manager
Farzaneh Cosmetic Surgery - chino hills, CA
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Office Manager - Truecare Cosmetic Surgery and Medical SpaJob Title: Office Manager - Truecare Cosmetic Surgery and Medical SpaLocation: Irvine and Chino Hills, CAPosition Type: Full-Time, Exempt (Salary Position)(based on experience and qualifications)Annual Salary Range: starting at $72,800 but may be much higher based on experience and track recordBenefits:- 401(k)- Healthcare insurance- Paid Time Off (PTO)- Employee discounts on procedures and productsJob Summary:The Office Manager is responsible for overseeing the daily operations of Truecare Cosmetic Surgeryand Medical Spa. This leadership role involves managing staff, coordinating office activities,overseeing financial and budgetary matters, and ensuring an efficient, client-focused environment.The Office Manager will supervise operations, support the executive team, and act as a liaisonbetween various departments, including marketing, accounting, and client relations.Key Responsibilities:Supervisory and Operational Oversight:- Directly supervise administrative and clinical staff, including managing schedules, approving timeoff, and ensuring adequate coverage.- Improve staff morale while maintaining accountability by setting goals, timelines, and ensuringclear expectations.- Handle staff discipline and grievances with the goal of improving work quality and standardsthrough positive reinforcement and HR-appropriate measures.- Lead hiring processes, onboarding, and staff development to foster continuous improvement andgrowth.- Ensure compliance with HR regulations, OSHA standards, and all other safety and healthguidelines to maintain a safe working environment.- Understand basic HR rules related to documenting inadequacies such as tardiness or timemanagement issues, ensuring proper documentation to facilitate smooth employee separation orpromotion when necessary.Financial and Budgetary Management:- Monitor and maintain office budget, ensuring efficient use of resources.- Collaborate with the bookkeeper and accountant to relay accurate financial information and assistwith audits or budget reviews.- Oversee product ordering and inventory control to ensure smooth operations.Scheduling and Provider Coordination:- Ensure that the provider schedules are filled and appointments are booked appropriately,maximizing efficiency and patient satisfaction.- Collaborate with the marketing team to optimize scheduling, client acquisition, and operationalneeds.Goal Setting & Performance-Based Incentives:- Establish productivity goals for staff, with financial rewards tied to achieving these goals.- Ensure that employees understand that meeting or exceeding these productivity goals isnecessary to receive bonuses or specific pay incentives, with accountability measures in place forthose who do not meet their goals (details of pay incentives not disclosed in job description).Business Stability and Growth:- Ensure the business is stable and progressing, and be accountable for coming up with solutionsand ideas to grow the business.- Monitor any decline in receivables and take proactive steps to address it.- Closely monitor and record patient acquisition sources, identifying where patients come from andhow effective each source is.- Track the types and volume of procedures performed and calculate the return on investment (ROI)for each.Client Relations & Representation:- Represent the office in public and client interactions, ensuring professionalism and pliance & Credentialing:- Assist with the credentialing of physicians, ensuring all necessary documentation and certificationsare up to date.- Ensure that the practice complies with regulatory standards, industry best practices, and safetyregulations such as OSHA.Marketing Coordination:- Communicate with the marketing team on operational needs and coordinate promotional activitiesin line with business objectives.Key Skills and Qualifications:- Technical Proficiency: Strong knowledge of Excel and similar computer software to support datamanagement and reporting.- Effective Communication: Strong verbal and written communication skills with the ability to interacteffectively with patients, vendors, companies, and professionals such as CPAs, the medical board,and credentialing departments. Examples include drafting clear correspondence, resolving patientconcerns, managing vendor relationships, and ensuring proper communication with regulatorybodies.- Emotional Intelligence & Decision-Making: Possess strong emotional IQ, with the ability to navigatecomplex situations and make sound decisions quickly while keeping the company's best interests inmind. This includes balancing black-and-white rules with creative problem-solving to find effectivesolutions when challenges arise.- Multitasking: Proven ability to manage competing priorities effectively, ensuring that multipleprojects and tasks are completed on time.- Leadership: Friendly but firm approach to managing staff, boosting morale, maintainingaccountability, and guiding team members toward achieving their goals.- Performance-Based Management: Experience in establishing goals tied to performance metrics,with accountability for bonuses and pay incentives based on achieving those goals.- Conflict Resolution & HR Documentation: Strong understanding of basic HR rules for documentingperformance issues like tardiness and time management problems, ensuring proper handling forpromotions or separations.- Experience in aesthetics or plastic surgery is highly preferred.- Proficiency or fluency in Mandarin Chinese is preferred due to patient demographics and companyrestructuring.- Bachelor's degree in Business Administration, Healthcare Management, or a related field ispreferred.- Minimum of 5 years of experience in Cosmetic Surgery or Medical Spa office management- Strong leadership skills with experience in staff supervision and operational oversight.- Familiarity with healthcare compliance, credentialing, HR regulations, and OSHA standards.- Strong organizational and problem-solving skills, with the ability to handle multiple tasks efficiently.- Proficiency in MS Office and medical software (EMR experience preferred).
Created: 2024-10-12