Clinic Operations Manager​/Practice Administrator

Ultimate Health & Wellness is a growing wellness and aesthetics clinic focused on helping patients identify and address underlying health concerns while providing personalized, modern healthcare services.

Our services include Alma TED, IV therapy, phlebotomy, bioscan assessments, wellness services, and other emerging healthcare and longevity focused treatments.

As a growing clinic, we are building the operational foundation needed to scale intelligently, deliver an exceptional patient experience, and create a strong environment for our team.

We are looking for an experienced Clinic Operations Manager / Practice Administrator who can help take our clinic from a growing startup to a well organized, efficient, and scalable operation.

We are seeking an experienced healthcare operations leader who thrives in a growing environment and is comfortable building processes rather than simply maintaining systems that are already established.

The Operations Manager will oversee daily clinic operations, support existing team leads, coordinate staffing and scheduling, monitor operational performance, help maintain regulatory compliance, and work directly with ownership to identify opportunities for improvement and growth.

This is a hands on leadership position for someone who wants meaningful ownership over how a clinic operates.

The successful candidate will be someone who can step into an existing team, earn trust, understand the current workflow, identify opportunities for improvement, and implement changes thoughtfully and effectively.

• Manage and support existing team leads across front desk and administration, phlebotomy and IV services, and other clinic service lines
• Ensure effective communication and coordination between departments
• Support team leads in addressing staffing, workflow, performance, and operational issues
• Promote a professional, respectful, accountable, and collaborative workplace
• Help maintain smooth daily patient flow from check in through completion of services

• Support hiring, interviewing, onboarding, and training
• Coordinate staff scheduling and ensure appropriate coverage
• Assist with payroll coordination and timekeeping
• Identify staffing needs based on patient volume and service demand
• Help establish clear expectations, responsibilities, and accountability for team members

• Help maintain operational compliance with OSHA, HIPAA, applicable state and federal healthcare regulations, and CLIA requirements where applicable
• Coordinate with clinical leadership and ownership regarding regulatory and operational requirements
• Ensure appropriate policies and procedures are followed
• Help maintain required documentation, training, and safety processes
• Support a culture of compliance and patient safety

• Maintain accurate and current inventory systems
• Monitor medical, clinical, office, and service related supplies
• Identify upcoming supply needs and prevent unnecessary stockouts
• Coordinate vendor relationships and purchasing
• Monitor supply costs and identify opportunities to improve purchasing efficiency
• Help establish standardized inventory procedures and accountability

• Monitor the patient experience from scheduling through completion of services
• Address escalated patient concerns professionally and efficiently
• Identify bottlenecks or recurring issues affecting patient satisfaction
• Continuously improve front to back patient flow
• Help create a consistent and professional patient experience across all service lines

• Track key operational and financial performance indicators
• Report relevant KPIs to clinic ownership
• Monitor metrics such as revenue by service line, patient volume, no show rates, staff utilization, scheduling efficiency, and operational costs
• Identify trends and opportunities for improvement
• Help ownership evaluate opportunities to expand or improve service lines

• Build and document SOPs where processes are currently informal or nonexistent
• Standardize workflows across departments
• Identify operational inefficiencies and develop practical solutions
• Create systems that allow the clinic to grow without sacrificing patient experience or team effectiveness
• Continuously evaluate and improve clinic operations

• 3+ years of experience managing clinic, med spa, healthcare practice, or comparable healthcare…