Practice Manager
What We’re About
Aesthetx is a specialized plastic surgery and dermatology practice serving Bay Area clientele from Silicon Valley to Marin — and we’re not your typical clinic. We’ve built something different: a team of highly trained experts who are obsessed with outcomes, grounded in science, and deeply committed to the patient experience. Every treatment, every touchpoint, every hire is held to that standard.
Our vision: To set the standard for aesthetic medicine where scientific innovation, collaborative care, and outcomes define exceptional, personalized patient care.
We hire people who take their craft seriously — clinicians, operators, and leaders who want to be part of building something exceptional. If you’re a leader who gets energy from developing your team, running a tight operation, and creating an environment where both staff and patients feel like they’re in the right place — you’ll find your people here.
What drives us:
— High-Touch Collaboration
We succeed together. Across sites, departments, and disciplines — no siloes, no egos.
— Scientifically Backed
Every treatment and decision is grounded in evidence. We don’t cut corners on outcomes.
— Patient Obsessed
The patient experience is never an afterthought. It’s the filter every operational decision runs through.
The Role
The Practice Manager is the operational and people leader of Aesthetx. You own the daily functioning of the practice across all locations — managing the front desk team, medical assistant team, and provider support staff, and ensuring the clinic runs on time, at standard, and with the kind of patient experience that keeps people coming back.
Practice Manager — Role Scope & Responsibilities
This means knowing every team member’s performance, every patient’s status, and every bottleneck in clinic operations — and doing something about all three before they become problems. You are also the primary interface between clinical staff, physicians, and leadership; the owner of practice-level financial health; and the person who drives the community presence and marketing initiatives that grow the business.
This is a hands-on leadership role. The best person for this job is visible, respected by the team, trusted by providers, relentlessly focused on running a great clinic, and equally capable of stepping back to think strategically about what the practice needs to grow.
Core Responsibilities
People Management — Front Desk, MA & Provider Support Teams
— Directly supervise and develop the front desk team, medical assistant team, and provider support staff — own their performance, their engagement, and their growth
— Set clear expectations for every role on the team: what good looks like, how it is measured, and what happens when the standard is not met
— Conduct regular 1:1s and performance check-ins — feedback is specific, timely, and documented; no one is surprised by a performance review
— Lead hiring and onboarding for front desk and MA roles in coordination with HR — new team members trained to Aesthetx standard before going independent
— Manage scheduling and coverage for all clinic floor staff — every shift is appropriately staffed and gaps are filled before they impact patient care
— Address performance issues promptly and in partnership with HR — coaching plans, PIPs, and disciplinary actions initiated when warranted, not delayed
— Recognize and reward high performance — create an environment where people feel seen, invested in, and motivated to stay
Clinic Flow & Patient Experience
— Own daily clinic flow from open to close — monitor schedule adherence in real time and make adjustments before they cascade
— Run the morning huddle every day: confirm the schedule, assign rooms and staff, flag high-complexity appointments, and set the team’s priorities
— Ensure patient rooming, vitals, and intake are completed on time and to standard before every provider encounter
— Monitor patient wait times and proactively communicate when the schedule is running behind — patients are informed before they have to ask
— Identify and escalate recurring flow bottlenecks with proposed solutions — not just problems
— Ensure smooth handoffs between front desk, clinical team, and checkout — no patient falls through the cracks
— Step into operational gaps as needed — this is a working manager role
Provider Team Support
— Act as the primary operational liaison between providers and the clinical and front office teams
— Ensure providers have what they need to run on time: rooms prepped, correct supplies, intake complete, and staff ready
— Gather and act on provider feedback regarding team performance, room setup, and patient flow
Confidential • Lineage • Aesthetx — Operations
Practice Manager — Role Scope & Responsibilities
— Coordinate with the Medical Director and CEO on scheduling changes, coverage needs, and operational adjustments
— Escalate clinical concerns or patient safety events to the appropriate provider or Medical Director immediately
Financial & Revenue Cycle Oversight
— Monitor practice-level financial performance: revenue, collections, and key operational KPIs
— Partner with the billing team to minimize outstanding AR and ensure clean claims submission
— Manage operating expenses and flag budget variances to leadership
— Support month-end close processes by ensuring accurate, timely data from the practice level
— Identify revenue opportunities: schedule optimization, cancellation fill rate, and service line utilization
Community Building, Marketing & Promotional Events
— Plan, organize, and execute community-building events that drive patient engagement and brand awareness — open houses, patient appreciation events, provider spotlights, and seasonal activations
— Coordinate with marketing partners on in-practice and community-facing promotional initiatives — ensure flawless on-site execution and brand-consistent presentation
— Partner with physicians and midlevel providers to develop educational events, treatment demos, and referral partner outreach
— Build and maintain relationships with local businesses, wellness partners, and community organizations across Bay Area markets
— Track event outcomes: attendance, new patient acquisition, and post-event booking lift — report to leadership with recommendations
Training, Standards & Compliance
— Own clinical and operational standards for the practice — document processes, train to them consistently, and audit for compliance
— Ensure all staff are current on certifications, HIPAA training, and Aesthetx compliance requirements — no lapsed credentials
— Coordinate onboarding training for all new clinic floor hires — new staff do not go independent until they have demonstrated competency
— Monitor adherence to sterile technique, infection control, and patient safety protocols — escalate any breaches immediately
— Ensure all locations operate in compliance with OSHA, HIPAA, and applicable state and federal regulations
Strategic Operations & Reporting
— Report weekly to the CEO on operational performance, team health, patient experience, and open issues
— Identify process inefficiencies and lead implementation of improvements across the practice
— Develop and maintain SOPs that create consistency and allow the team to operate without constant supervision
— Support new location launches and service line expansions as the practice grows
Qualifications
Required
— 3+ years in clinical operations, medical office management, or team leadership — managing both clinical (MA) and administrative (front desk) staff required
Confidential • Lineage • Aesthetx — Operations
Practice Manager — Role Scope & Responsibilities
— Demonstrated track record of directly managing and developing a team of 5+ people, including performance management, hiring, and retention
— Strong understanding of clinic workflow in an outpatient or ambulatory care setting — plastic surgery, dermatology, or aesthetics experience a significant plus
— Strong financial acumen: comfortable reading P&L, managing budgets, and tracking revenue cycle metrics
— Proficiency with EMR systems and scheduling platforms — Nextech experience strongly preferred
— Excellent interpersonal and communication skills — able to build trust with clinical staff, front desk teams, and providers simultaneously
— Comfort managing conflict, delivering direct feedback, and holding people accountable with professionalism and empathy
— Demonstrated HIPAA knowledge and commitment to patient privacy and clinical compliance
— High ownership mentality: you don’t wait to be asked, and you don’t make excuses
Preferred
— Medical Assistant certification (CMA, RMA) or clinical background
— Experience managing multiple locations simultaneously
— Exposure to community event planning, local marketing, or brand activation in a healthcare or wellness setting
— Familiarity with patient satisfaction measurement tools and experience improving service scores
— Bilingual (English/Spanish) a plus given our Bay Area patient population
Core Competencies
People Leadership
Manages with clarity and consistency — expectations are set, performance is addressed in real time, and every direct report knows exactly where they stand.
Clinic Flow Mastery
Sees the full patient journey from check-in to checkout and owns the conditions that make it run on time. Identifies bottlenecks before they become delays.
Patient Experience
Understands that the operational environment is the patient experience. Holds the team to a warm, professional, and consistent standard at every touchpoint.
Financial Ownership
Tracks the numbers, asks the right questions, and ties operational decisions to business outcomes.
Community & Brand Presence
Takes ownership of the practice’s community presence. Plans and executes events that reflect the Aesthetx standard and translate to patient growth.
Cross-Functional Execution
Works fluidly between clinical, front office, administrative, and marketing functions.
Composure Under Pressure
Stays calm and solutions-focused when the clinic is full, staff call out, or a patient escalates. Always sets the right tone.
To Apply: Please email your application to recruiting@aesthetx.com and include:
Your most up-to-date resume
Your best phone number and email address
A brief summary of the size of the team(s) you’ve managed and the number of locations you’ve overseen
An operational accomplishment you're most proud of (for example, improving revenue, patient experience, operational efficiency, employee engagement, or retention)
A few sentences about what interested you in this opportunity and why you’re exploring it
This information will help us better understand your experience before scheduling interviews. We look forward to learning more about you.