Med Spa Manager

United Aesthetics Alliance•Grand Rapids, MI

4d•Onsite

About The Position

Oversee day-to-day med spa operations to ensure smooth workflows, operational efficiency, and consistent patient care. Monitor and act on key metrics such as patient volume, revenue, utilization, and patient satisfaction. Contribute to service expansion, patient retention strategies, and community outreach to grow the local business. Ensure compliance with all clinical protocols, OSHA/HIPAA regulations, and inter brand standards. Provide a patient-centric and forward-thinking, friendly, efficient, and exceptional patient/vendor experience in person, via emails, and during phone conversations. Maintain patient files for accuracy and collaborate with the patient billing specialist and accounting staff regarding patient questions. Works closely with all areas of the Practice in enhancing the patient experience; especially the First Impression (FIT) Team, Patient Experience Specialist (PES) Team, and Marketing Department. This position requires complete knowledge and ability to credential our practice, surgeons and providers, non-surgical and surgical procedures, and skincare products. Ability to promote crossover opportunities within the practice for all procedures, treatments, and products through referrals. Collaborate with Marketing Director on targeted campaigns and assist with strategic patient follow-up and scheduling through marketing technologies such as Weave, Patient Prism, and Klaviyo. Support the Practice Administrator, Operations Manager, and Marketing Director by serving as a practice co-expert, leveraging in-depth knowledge of technology to guide staff and deliver ongoing education to ensure efficient use and continued improvement in communication workflows. Proficient and knowledgeable in technology system to compile weekly and monthly call and text communication reports, analyzing data to identify peak activity periods, and provide actionable recommendations for optimizing phone and text-based support strategies.

Requirements

Three to five years of progressive experience working in the plastic surgery or dermatology industry.
The position requires an organized, self-motivated individual who can work independently and prioritize work to meet deadlines.
Demonstrates professional interpersonal communication skills to facilitate polished and effective interaction with patients, and BCAPS team members verbally and written.
Effectively works with minimum supervision and to organize and prioritize work in order of importance to deliver exceptional patient experience and achieve BCAPS strategic goals.
Strong computer skills with working knowledge of the latest versions of Microsoft Office (Word, Outlook, Excel) and Nextech Practice Management Software.
Capable of processing requests for information quickly and accurately, and involving other team members, when appropriate, to ensure patient needs are met.
Demonstrates capacity to balance the importance of following set procedures with a desire to consistently improve quality of work product and efficiency of processes while considering practice expenses and the cost to administer programs at all times.
Dedication to presenting a professional and positive image to patients, vendors, and team members.
Advanced problem solving and troubleshooting skills to handle emergent issues.
Commitment to maintaining progressive knowledge and skills essential to successfully perform the duties outlined herein.
Efficiently operate a computer, various software applications/platforms, and office equipment, such as a copy machine, fax machine, and other common office equipment.
Complete required compliance training and understand all HIPAA requirements to ensure private health information remains confidential.
Effectively credential the practice, physicians, and providers to all patients.
Support profit and loss (P&L) oversight and inventory control management for the med spa by monitoring revenue, expenses, product utilization, stock levels, and key financial trends, partnering with leadership to identify opportunities that improve operational efficiency, profitability, cost control, and sustainable growth.
Schedule patients for aesthetic treatments with over 15 providers.
Educate, promote, and sell monthly packages, treatments, specials, loyalty programs, and products.
Crosstrain team members for optimal coverage.
Show up professional and SHOW READY per BCAPS attire standards.
Available for special projects as designated by the Management Team.
Report Adverse patient and provider experiences daily to the Practice Administrator, in writing and verbal.
Ability to incorporate continuous quality improvement in accordance with established practice standards.
Coordinate day-to-day med spa operations to ensure smooth workflows, operational efficiency, and exceptional patient experience.
Track and communicate key performance insights—including patient volume, utilization, and satisfaction—to support data-driven improvements in collaboration with the Practice Administrator.
Support adherence to all clinical protocols, OSHA/HIPAA regulations, and brand standards, ensuring seamless alignment with the main Bengtson Center location.
Maintain accurate patient files and collaborate with the billing and accounting teams to address patient questions in a timely and professional manner.
Act as the on-site extension of the Bengtson Center brand, ensuring the Byron Center location embodies the same culture, service standards, and aesthetic as the main practice.
Deliver and model a forward-thinking, concierge-level experience across all patient touchpoints—in-person, digitally, and by phone—to uphold the brand’s reputation for exceptional care.
Serve as an on-site brand ambassador in Byron Center and resource for staff training on procedures, treatments, and skincare products, reinforcing consistency in patient communication and education.
Collaborate cross-functionally with all teams to ensure consistent messaging, patient experience, and service delivery across both locations.
Partner with the Marketing Director and Management Team to maximize the use of patient communication platforms, ensuring seamless scheduling, follow-up, and engagement strategies.
Champion patient retention, service awareness, and community engagement initiatives to expand the location’s reach and reputation.
Collaborate with the Marketing Director to execute targeted, location-specific campaigns and assist in strategic patient follow-up through technologies such as Weave, Patient Prism, and Klaviyo.
Identify and communicate operational or brand opportunities to leadership, contributing to the ongoing success and growth of the new location.
Support onboarding and training for new team members, fostering alignment with brand culture, processes, and patient service expectations.

Nice To Haves

A college degree is preferred.

Responsibilities

Oversee day to day med spa operations to ensure smooth workflows, operational efficiency, and consistent patient care
Monitor and act on key metrics such as patient volume, revenue, utilization, and patient satisfaction
Contribute to service expansion, patient retention strategies, and community outreach to grow the local business
Ensure compliance with all clinical protocols, OSHA/HIPAA regulations, and inter brand standards
Provide a patient centric and forward thinking, friendly, efficient, and exceptional patient/vendor experience in person, via emails, and during phone conversations.
Maintain patient files for accuracy and collaborate with the patient billing specialist and accounting staff regarding patient questions.
Works closely with all areas of the Practice in enhancing the patient experience; especially the First Impression (FIT) Team, Patient Experience Specialist (PES) Team, and Marketing Department.
This position requires complete knowledge and ability to credential our practice, surgeons and providers, non-surgical and surgical procedures, and skincare products.
Ability to promote crossover opportunities within the practice for all procedures, treatments, and products through referrals.
Collaborate with Marketing Director on targeted campaigns and assist with strategic patient follow-up and scheduling through marketing technologies such as Weave, Patient Prism, and Klaviyo.
Support the Practice Administrator, Operations Manager, and Marketing Director by serving as a practice co-expert, leveraging in-depth knowledge of technology to guide staff and deliver ongoing education to ensure efficient use and continued improvement in communication workflows.
Proficient and knowledgeable in technology system to compile weekly and monthly call and text communication reports, analyzing data to identify peak activity periods, and provide actionable recommendations for optimizing phone and text-based support strategies.
Complete required compliance training and understand all HIPAA requirements to ensure private health information remains confidential.
Effectively credential the practice, physicians, and providers to all patients.
Support profit and loss (P&L) oversight and inventory control management for the med spa by monitoring revenue, expenses, product utilization, stock levels, and key financial trends, partnering with leadership to identify opportunities that improve operational efficiency, profitability, cost control, and sustainable growth.
Schedule patients for aesthetic treatments with over 15 providers.
Educate, promote, and sell monthly packages, treatments, specials, loyalty programs, and products.
Crosstrain team members for optimal coverage.
Show up professional and SHOW READY per BCAPS attire standards.
Available for special projects as designated by the Management Team.
Report Adverse patient and provider experiences daily to the Practice Administrator, in writing and verbal.
Ability to incorporate continuous quality improvement in accordance with established practice standards.
Coordinate day-to-day med spa operations to ensure smooth workflows, operational efficiency, and exceptional patient experience.
Track and communicate key performance insights—including patient volume, utilization, and satisfaction—to support data-driven improvements in collaboration with the Practice Administrator.
Support adherence to all clinical protocols, OSHA/HIPAA regulations, and brand standards, ensuring seamless alignment with the main Bengtson Center location.
Maintain accurate patient files and collaborate with the billing and accounting teams to address patient questions in a timely and professional manner.
Act as the on-site extension of the Bengtson Center brand, ensuring the Byron Center location embodies the same culture, service standards, and aesthetic as the main practice.
Deliver and model a forward-thinking, concierge-level experience across all patient touchpoints—in-person, digitally, and by phone—to uphold the brand’s reputation for exceptional care.
Serve as an on-site brand ambassador in Byron Center and resource for staff training on procedures, treatments, and skincare products, reinforcing consistency in patient communication and education.
Collaborate cross-functionally with all teams to ensure consistent messaging, patient experience, and service delivery across both locations.
Partner with the Marketing Director and Management Team to maximize the use of patient communication platforms, ensuring seamless scheduling, follow-up, and engagement strategies.
Champion patient retention, service awareness, and community engagement initiatives to expand the location’s reach and reputation.
Collaborate with the Marketing Director to execute targeted, location-specific campaigns and assist in strategic patient follow-up through technologies such as Weave, Patient Prism, and Klaviyo.
Identify and communicate operational or brand opportunities to leadership, contributing to the ongoing success and growth of the new location.
Support onboarding and training for new team members, fostering alignment with brand culture, processes, and patient service expectations.