Medical Practice Manager

Practice Manager — Plastic & Reconstructive Surgery **Position:** Practice Manager **Location:** San Antonio, Texas **Employment:** Full-Time, On-Site **Reports To:** Physician / Practice Owner Position Summary We are seeking an experienced, compassionate, and highly organized Practice Manager to lead the daily operations of a private plastic and reconstructive surgery practice. Our philosophy is centered on individualized, patient-forward care. We believe every patient deserves a personalized treatment experience that respects their concerns, goals, expectations, and overall well-being. The Practice Manager is responsible for maintaining a professional, welcoming, and efficient environment while ensuring that each patient receives attentive, coordinated care throughout their entire treatment journey. This individual will serve as the primary operational leader of the practice, overseeing staff, patient services, administrative functions, scheduling, financial processes, and practice performance. The ideal candidate combines strong leadership and business management skills with genuine compassion, exceptional communication, and an understanding of the unique needs of cosmetic and reconstructive surgery patients. Primary Responsibilities **1. Patient Experience & Patient-Centered Care** * Establish and maintain an exceptional patient experience from initial contact through postoperative recovery. * Ensure patients feel welcomed, respected, informed, and supported. * Promote individualized care that prioritizes patient concerns, expectations, and treatment goals. * Oversee timely communication, appointment coordination, and follow-up. * Address patient concerns and service complaints professionally and promptly. * Maintain confidentiality, discretion, and sensitivity regarding cosmetic and reconstructive procedures. * Identify opportunities to improve patient satisfaction, comfort, and continuity of care. * Ensure administrative staff accurately communicate physician-approved treatment plans without providing independent medical advice. **2. Daily Practice Operations** * Direct and oversee all nonclinical daily operations of the practice. * Maintain efficient workflows for consultations, procedures, surgery scheduling, and postoperative visits. * Establish and enforce standardized operating procedures. * Coordinate office schedules, staffing coverage, and patient flow. * Oversee medical records processes, documentation completion, and administrative accuracy. * Ensure the practice is consistently organized, adequately staffed, and prepared for daily patient care. * Identify operational inefficiencies and implement improvements. * Coordinate administrative needs with surgical facilities, anesthesia providers, vendors, and referral offices. **3. Staff Leadership & Accountability** * Supervise administrative and patient coordination personnel. * Establish clear expectations, responsibilities, and performance standards. * Manage employee schedules, attendance, timekeeping, and PTO records. * Oversee employee onboarding, training, and continuing development. * Conduct regular staff meetings and performance evaluations. * Promote teamwork, professionalism, accountability, and respectful communication. * Address employee concerns, performance deficiencies, and workplace conflicts appropriately. * Ensure assigned responsibilities are completed accurately and within established deadlines. * Maintain clear communication with the physician/owner regarding operational concerns, staffing, and performance. **4. Surgical Coordination & Treatment Plan Management** * Oversee the coordination of cosmetic and reconstructive surgical cases. * Ensure patients receive accurate, physician-approved treatment information, surgical estimates, and scheduling instructions. * Supervise the completion of administrative preoperative requirements. * Monitor surgical scheduling, facility coordination, deposits, and payment deadlines. * Ensure complex or multistage reconstructive treatment plans are tracked and coordinated appropriately. * Oversee insurance verification, authorization tracking, and referral coordination. * Ensure patients receive timely updates regarding administrative requirements and upcoming procedures. * Identify and resolve scheduling conflicts or delays before they affect patient care. **5. Financial & Business Operations** * Oversee patient estimates, cosmetic surgery quotations, payment collection, and account accuracy. * Monitor accounts receivable, outstanding balances, and financial follow-up. * Supervise insurance billing workflows, claim status tracking, and denial follow-up. * Review financial performance, expenses, and revenue trends. * Monitor operational budgets and identify opportunities for responsible cost management. * Ensure accurate financial documentation and adherence to established payment policies. * Provide regular financial and operational reports to the practice owner. * Support sustainable practice growth without compromising patient care or clinical integrity. **6. Patient Communication & Practice Growth** * Oversee patient inquiry management, consultation scheduling, and appropriate follow-up. * Monitor consultation-to-surgery conversion and identify administrative barriers to treatment. * Ensure patients receive accurate, transparent information regarding fees and payment options. * Coordinate approved marketing initiatives, patient education materials, and practice communications. * Support positive patient relationships, ethical reputation management, and referral development. * Ensure marketing and patient communications reflect the practice's professional standards and patient-centered philosophy. **7. Compliance, Quality & Risk Management** * Oversee administrative compliance with HIPAA, OSHA, employment requirements, and applicable practice policies. * Maintain required administrative records, training documentation, and office protocols. * Coordinate preparation for applicable facility accreditation or regulatory reviews. * Maintain appropriate incident reporting and escalation procedures. * Ensure patient concerns involving medical decisions or clinical safety are promptly referred to the physician or appropriate licensed clinician. * Support a culture of safety, professionalism, confidentiality, and continuous quality improvement. **8. Physician & Owner Communication** * Serve as the primary point of accountability for the practice's daily operations. * Provide consistent updates regarding staffing, patient satisfaction, scheduling, financial performance, and unresolved concerns. * Present operational problems with proposed solutions and recommendations. * Seek physician approval for clinical decisions, significant financial commitments, policy changes, and matters outside delegated authority. * Ensure physician directives are clearly communicated, implemented, and followed through. * Maintain professional judgment while respecting the physician's ultimate authority over clinical care and practice direction. Qualifications **Required** * Previous management or supervisory experience in a medical practice or comparable healthcare setting. * Excellent leadership, communication, organizational, and problem-solving abilities. * Strong commitment to patient satisfaction and individualized care. * Experience with scheduling, financial processes, employee supervision, and medical office operations. * Proficiency with electronic medical records and practice management systems. * Ability to manage competing priorities while maintaining accuracy and professionalism. * Demonstrated discretion when handling confidential patient and employee information. **Preferred** * Experience in plastic surgery, cosmetic surgery, reconstructive surgery, dermatology, or another surgical specialty. * Familiarity with cosmetic procedure quoting, surgical scheduling, and patient financing. * Experience with insurance authorization, billing, and reimbursement workflows. * Understanding of financial reporting, budgeting, and practice performance metrics. * Experience developing standard operating procedures and training administrative teams. Expectations & Measures of Success Success in this position will be measured by: * Consistently positive patient experiences and timely resolution of concerns. * Accurate, efficient scheduling and treatment coordination. * Effective staff leadership, accountability, and retention. * Reliable completion of assigned responsibilities. * Improved operational efficiency and reduced administrative errors. * Accurate financial processes and responsible expense management. * Consistent, transparent communication with the physician/owner. * Practice growth supported by ethical, patient-centered service. Our Practice Philosophy We believe exceptional plastic surgery care extends beyond the operating room. Our patients deserve compassion, transparency, thoughtful communication, and individualized attention at every stage of treatment. The Practice Manager is expected to lead by example, ensuring that our team consistently reflects these values while maintaining the highest standards of professionalism, operational excellence, and patient service. Pay: $72,000.00 - $90,000.00 per year Benefits: * 401(k) * Employee discount * Paid time off Experience: * Management: 2 years (Preferred) Work Location: In person