Practice Manager

Aesthetic Assets | Scottsdale, AZ, United States

Posted Date 9/29/2021

Practice Manager Job Description

This person will play a critical role in overseeing the collaborative execution of our company purpose, values and operating standards that support the corporate culture at Aesthetic Assets, Face and Body Rejuvenation center.



  • Demonstrates understanding of PatientNOW’s Back Office functionality:
    • Oversees inventory management on a daily basis and delegates clinical team’s contribution.
    • Investigates and reports inventory discrepancies.
    • Ensures inventory is monitored and adjusted to accurately reflect our supplies and provide management data on shortage of product – proactively communicating when product should be ordered.
    • Enters changes to inventory when orders are received.
    • Creates new product and adds inventory.
    • Performs EOD reports and ensures batch reports accurately match PatientNOW EOD reports.
    • Demonstrates ability to move product between locations.


  • Demonstrates understanding of PatientNOW’s Administrative functionality:
    • Manages users/roles
    • Manages data tables for appointment resources, appt types, schedule configurations,
    • Manages clinical electronic forms
    • Manages document templates including encounter notes, educational doc’s consents, email doc’s etc.
    • Creates pre-paid packages that support our monthly specials and events


  • Understands PatientNOW Workflow Function
    • Ensures appointment resource schedules are accurate.
    • Ensures all patient appointments are confirmed the day before.


  • Serves as back up to Front-Office staff
    • Greets guest, creates a welcoming atmosphere and is dedicated to excellent customer service


  • Demonstrates full understanding the “Patient” section of PatientNow:
    • Accurately enters all required fields associated with Patient Registration, including patient name, age, demographic information, emergency contact and consents.
    • Demonstrates ability to create quotes and assembles appropriate brochures.
    • Demonstrates accuracy in creating and processing invoices.
    • Accurately enters financial information in financial notes for VIP program.
    • Demonstrates ability to enter medical history
    • Demonstrates ability to create signature documents including informed consents and HIPPA agreements.
    • Demonstrates ability to schedule/cancel patient appointments. Understands two-way patient texting.


  • Provide recommendations and follow-up actions to operational inefficiencies


  • Executes quality improvement measures that align with and support our purpose, values and operating standards.


  • Monitors and drives operating revenue while responsibly monitoring costs.


  • Oversees VIP Membership and the ARB system, ensuring it reconciles with PatientNOW on a weekly basis.


  • Keeps team up to date with their status on monthly Membership bonus.


  • Ensures all members are entered into ARB and monitors monthly for drop offs.

Team Performance 20%

  • Contributes to teaching new team members all office functions (including but not limited to):
    • Managing incoming calls
    • Scheduling appointments
    • Patient checkout
    • Inventory Management
  • Ensure all patients receive a proper consultation and treatment for a positive experience resulting in return clients.
  • Investigate and resolve patient complaints and Report to Owner.
  • Provide recommendations to management of noted inefficiencies in any area of our corporate purpose, values and operating standards.


Marketing 20%

  • Stays informed of company special offers and promotions created by eRelevance
  • Uses every opportunity to promote our special offers through FB, IG, and live networking.
  • Contributes ideas for monthly specials offers.
  • Promotes our online store
  • Create monthly specials in collaboration with Aesthetic Assets team members and owner.
  • Monitors competition by seeking information on pricing, products and new services
  • Schedules and oversees special events
  • Oversees and contributes to Social media marketing experience – STIM, Later, Instagram and Facebook. 
  • Participate in local marketing events, business fairs, etc.
  • Accurately creates an invoice for all online store orders into PatientNOW
  • Contributes all aspects our website and on-line store. 
  • Grows our VIP Loyalty program.


Professional Development/Goal Setting 20%

  • Attends at least 2 continuing education offerings/year
  • Actively participates in training other members of our team



  • Reports to Owner
  • Interfaces with all Aesthetic Assets team members, vendors, and patients. QUALIFICATIONS
  • 3+ years of medical office experience, preferably in the Aesthetic Industry.
  • Bachelor's degree in Business Administration or equivalent work experience
  • Excellent computer skills including MS Office Suite (Word, Excel, PowerPoint and Outlook). Ability to become an expert in Patient Now.
  • Ability to be self-directed and adept at multi-tasking in a fast-paced environment.
  • Passion for working in a growth-oriented field, with the ability to demonstrate personal commitment and drive to set and exceed high standards.
  • Ability to stay calm in a fast-paced environment with numerous interruptions.
  • Marketing experience with Constant Contact and/or Face Book ads are a plus.


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