Practice Manager

Sanctuaire MD•Lafayette, CA

13d•$85,000 - $120,000•Onsite

About The Position

SanctuaireMD is a physician-led medical-aesthetics practice in Lafayette, California, known for personalized care, clinical excellence, and a polished patient experience. As the practice strengthens its Lafayette operations and prepares for future growth in Moraga, we are seeking a hands-on Practice Manager who can turn strategy into consistent daily execution. This is not a remote strategy role or a position that simply monitors tasks from the sidelines. The Practice Manager will be the operational leader inside the business—creating clarity, following through, coaching the team, maintaining standards, and ensuring that schedules, systems, sales activities, and performance expectations move forward without every decision returning to the Practice Owner. The right person will be equally comfortable leading a team, reviewing a KPI dashboard, coaching a consultation, solving a same-day scheduling problem, improving a workflow, and stepping into the details when the practice needs hands-on support. Clinical judgment and medical decisions remain with the Practice Owner and appropriately licensed clinical leadership.

Requirements

Three or more years of successful management experience in a medical spa, aesthetics practice, plastic-surgery or dermatology office, wellness practice, or comparably service- and sales-driven healthcare environment preferred.
Demonstrated success leading, coaching, and holding a team accountable—not simply administering schedules or completing individual tasks.
Strong sales leadership with the ability to coach consultative conversations, follow-up, rebooking, memberships, packages, retail, and patient retention ethically and effectively.
Experience building or maintaining structured onboarding, training, SOPs, KPI dashboards, performance check-ins, and operational workflows.
Comfort with scheduling, financial and performance reports, CRM/EMR systems, task-management platforms, and data-driven decision-making; experience with Jane and Monday.com is a plus.
Working knowledge of HIPAA, patient privacy, documentation, and California employment practices relevant to day-to-day team management.
Exceptional organization, judgment, communication, discretion, and follow-through in a fast-moving environment.
Ability to work on-site in Lafayette, support future Moraga operations, and maintain a schedule aligned with business needs, including Saturdays.

Nice To Haves

Experience with Jane and Monday.com

Responsibilities

Serve as the day-to-day operational leader and clear first point of contact for routine team questions, workflow decisions, and follow-through.
Set clear expectations, assign owners and deadlines, and ensure commitments are completed without repeated reminders from the Practice Owner.
Lead productive daily huddles, weekly team meetings, and regular one-on-one check-ins focused on priorities, results, obstacles, and development.
Coach performance in real time, recognize strong work, address concerns early, and maintain accurate documentation in partnership with the Practice Owner and HR support.
Build a professional, accountable culture where team members communicate proactively, solve problems at the appropriate level, and take ownership of the patient and business outcome.
Provide concise end-of-day and weekly reporting so the Practice Owner has visibility without having to personally chase updates.
Build and maintain a structured onboarding and role-training system with clear 30-, 60-, and 90-day expectations for new team members.
Train and reinforce standards for patient communication, consultations, rebooking, follow-up, memberships, packages, retail recommendations, financing options, documentation, and service recovery.
Create role-specific training plans, competency checklists, coaching rhythms, and accountability checkpoints so training is consistent rather than dependent on informal reminders.
Coordinate quarterly performance conversations, KPI reviews, goal setting, and follow-up action plans with the Practice Owner.
Identify skill gaps and development opportunities, then ensure assigned training is completed and applied in daily work.
Own the daily operating rhythm so the team, treatment rooms, schedules, supplies, technology, and workflows are ready to serve patients efficiently.
Build staffing schedules around patient demand, provider capacity, revenue needs, approved time off, and business priorities—not simply historical staffing patterns.
Manage callouts, schedule changes, coverage needs, appointment gaps, and same-day operational issues while escalating only decisions that truly require the Practice Owner.
Monitor provider schedules and lead proactive gap-filling through waitlists, recalls, follow-up, package outreach, consultation conversion, and other approved patient-development activities.
Direct productive use of downtime, including patient follow-up, inventory, room organization, training, lead conversion, retail outreach, and operational projects.
Oversee opening and closing standards, appointment flow, checkout accuracy, payments, records, facility readiness, inventory levels, purchasing, vendor coordination, and maintenance needs.
Maintain Monday.com and other operational systems as reliable sources of truth for assignments, deadlines, onboarding, projects, and recurring responsibilities.
Create a consistent, ethical sales culture centered on patient education, appropriate treatment planning, trust, and long-term relationships.
Coach the team on consultation conversion, rebooking, memberships, packages, retail, cross-service education, lead follow-up, and treatment-plan completion.
Monitor leads from inquiry through booking and ensure timely, documented follow-up so revenue opportunities do not fall through the cracks.
Partner with the Practice Owner and marketing support to translate campaigns, promotions, events, and growth priorities into clear front-line execution.
Use performance data to identify underused capacity, missed revenue, patient drop-off, and opportunities to improve retention and lifetime value.
Support the operational preparation and performance plan for a future Moraga reopening, including staffing readiness, workflows, service mix, demand, and profitability milestones.
Maintain an accurate dashboard and review results with the team on a consistent weekly and monthly cadence.
Translate practice goals into individual expectations, owners, deadlines, and follow-through until results improve.
Track revenue, provider utilization, schedule gaps, consultation conversion, rebooking, retention, retail and package performance, lead response, reviews, payment accuracy, and appointment accuracy.
Present concise insights: what happened, why it happened, what action is being taken, who owns it, and when improvement should be visible.
Ensure every stage of the patient journey—from first inquiry through follow-up—feels responsive, warm, polished, and consistent with the SanctuaireMD brand.
Monitor wait times, communication, environment, treatment-room readiness, checkout, follow-up, and service recovery; resolve concerns promptly and professionally.
Protect patient privacy and ensure operational compliance with HIPAA, OSHA, California wage-and-hour expectations, timekeeping procedures, meal and rest periods, sick leave, PTO, and company policies.
Maintain clear escalation boundaries: operational decisions are owned by the Practice Manager, while clinical, legal, and high-risk employee matters are elevated appropriately.