Office Manager
hace 22 horas
Melville
OFFICE MANAGER — MEDICAL AESTHETICS Youthology Medical ABOUT YOUTHOLOGY MEDICAL Youthology Medical is a physician-led medical aesthetics practice focused on personalized care, patient relationships, and a professional, welcoming experience. Led by Dr. Craig Grobman, our practice offers nonsurgical aesthetic treatments, laser procedures, and medical-grade skincare. We are seeking an organized, personable, and accountable Office Manager to oversee day-to-day office operations. Working closely with our Medical Director, you will help our team stay coordinated, our schedules run smoothly, and our patients feel well cared for. This is a hands-on leadership position—not a role limited to supervising from behind a desk. The right person is comfortable coaching employees, helping at the front desk, resolving scheduling problems, reviewing numbers, and following through until an issue is resolved. WHAT YOU WILL DO Lead Daily Office Operations • Coordinate daily office workflow, staff coverage, patient scheduling, and communication between the front desk and clinical team., • Keep the office prepared for each day, anticipating scheduling conflicts, staffing gaps, supply needs, and other operational issues., • Maintain clear procedures, checklists, and responsibilities so important tasks are completed consistently., • Address routine operational problems independently within established policies and escalate issues that require leadership input., • Provide hands-on front-desk support when needed, including phones, scheduling, check-in, checkout, and patient assistance. Support and Develop the Team • Supervise and coach administrative and front-desk staff with clear expectations and timely, constructive feedback., • Coordinate staff schedules, time-off requests, and coverage., • Support recruiting, onboarding, and training in collaboration with practice leadership., • Promote a respectful, service-oriented workplace where team members communicate directly and take responsibility for their work., • Help organize team meetings, document decisions, and follow up on assigned action items., • Address performance concerns professionally and discreetly, involving leadership when appropriate. Deliver a Consistent Patient Experience • Maintain a responsive, welcoming experience from the first inquiry through follow-up care., • Ensure patient calls, messages, appointment requests, and nonclinical questions receive timely attention., • Handle service concerns calmly and professionally, using sound judgment and established escalation procedures., • Help patients understand scheduling policies, approved pricing, payment options, memberships, and treatment packages., • Support consultation follow-up, rebooking, and patient retention without pressure or promises about clinical outcomes., • Route medical questions, treatment recommendations, and clinical concerns to the appropriate licensed provider. Manage Administrative and Financial Details • Prepare and coordinate payroll, including accurate review of time records and approved commissions or incentives., • Oversee payment collection, daily reconciliation, deposits, and follow-up on outstanding balances., • Review discounts, refunds, package usage, and account adjustments for accuracy and adherence to approved policies., • Coordinate invoices, purchasing records, and supporting documentation with leadership and the accountant., • Monitor supply and retail inventory, coordinate approved orders, and help prevent shortages, unnecessary purchasing, and expired stock., • Protect confidential employee, patient, and business information. Support Practice Performance • Monitor practical operating measures such as schedule utilization, cancellations, no-shows, inquiry follow-up, rebooking, collections, and retail activity., • Identify recurring problems and recommend specific improvements rather than simply reporting them., • Coordinate with marketing personnel so the office understands current promotions, approved offers, and follow-up expectations., • Ensure patient-facing systems and administrative records are accurate and consistently maintained., • Provide leadership with concise updates on priorities, unresolved issues, and decisions requiring approval. WHAT WE ARE LOOKING FOR • Demonstrated experience managing an office, team, or daily operations in a medical, aesthetic, dermatology, plastic surgery, dental, or comparable patient-service setting., • Strong organizational skills and the ability to manage competing priorities without losing track of details., • A warm, professional communication style and confidence handling sensitive conversations., • Experience supervising, training, and holding employees accountable in a constructive way., • Comfort working with payroll records, payment reconciliation, spreadsheets, and basic operating reports., • Confidence learning scheduling, electronic medical record, patient communication, payment, and practice-management systems., • Sound judgment about what can be resolved independently and what requires escalation., • Reliability, discretion, and consistent follow-through., • Familiarity with patient privacy requirements and a commitment to following practice policies. Preferred: Experience in medical aesthetics, including treatment packages, memberships, skincare retail, and patient retention. Familiarity with AestheticPro, RepeatMD, or similar platforms is helpful but not required. Relevant experience and demonstrated ability are more important than a particular degree. This is a nonclinical management position. WHAT SUCCESS LOOKS LIKE • Patients receive timely, professional communication and a consistent office experience., • Staff understand their responsibilities, have appropriate coverage, and follow through on assignments., • Payroll, payments, and administrative records are accurate and completed on time., • Scheduling and service issues are identified early and resolved appropriately., • Leadership receives clear updates, with fewer routine tasks requiring repeated reminders., • The practice maintains high standards of patient service while improving operational efficiency. WHY JOIN YOUTHOLOGY MEDICAL? This position offers the opportunity to work directly with practice leadership and make a visible difference in how the office operates. We are looking for someone who enjoys both the people and the details of running a practice—someone who takes pride in a well-supported team, a positive patient experience, and work completed accurately. HOW TO APPLY Apply through LinkedIn with your résumé and a brief note describing: • Your relevant office-management and team-leadership experience., • The responsibilities you personally owned in your most recent role., • An example of an operational improvement you helped implement. Youthology Medical is an equal opportunity employer. We welcome qualified applicants from all backgrounds and provide reasonable accommodations as required by applicable law.
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