Office Manager

Youthology Medical is a physician-led medical aesthetics practice focused on personalized care, patient relationships, and a professional, welcoming experience. Led by Dr. Craig Grobman, our practice offers nonsurgical aesthetic treatments, laser procedures, and medical-grade skincare.

We are seeking an organized, personable, and accountable Office Manager to oversee day-to-day office operations. Working closely with our Medical Director, you will help our team stay coordinated, our schedules run smoothly, and our patients feel well cared for.

This is a hands‑on leadership position—not a role limited to supervising from behind a desk. The right person is comfortable coaching employees, helping at the front desk, resolving scheduling problems, reviewing numbers, and following through until an issue is resolved.

• Coordinate daily office workflow, staff coverage, patient scheduling, and communication between the front desk and clinical team.
• Keep the office prepared for each day, anticipating scheduling conflicts, staffing gaps, supply needs, and other operational issues.
• Maintain clear procedures, checklists, and responsibilities so important tasks are completed consistently.
• Address routine operational problems independently within established policies and escalating issues that require leadership input.
• Provide hands‑on front‑desk support when needed, including phones, scheduling, check‑in, checkout, and patient assistance.

• Supervise and coach administrative and front‑desk staff with clear expectations and timely, constructive feedback.
• Coordinate staff schedules, time‑off requests, and coverage.
• Support recruiting, onboarding, and training in collaboration with practice leadership.
• Promote a respectful, service-oriented workplace where team members communicate directly and take responsibility for their work.
• Help organize team meetings, document decisions, and follow up on assigned action items.
• Address performance concerns professionally and discreetly, involving leadership when appropriate.

• Maintain a responsive, welcoming experience from the first inquiry through follow‑up care.
• Ensure patient calls, messages, appointment requests, and nonclinical questions receive timely attention.
• Handle service concerns calmly and professionally, using sound judgment and established escalation procedures.
• Help patients understand scheduling policies, approved pricing, payment options, memberships, and treatment packages.
• Support consultation follow‑up, rebooking, and patient retention without pressure or promises about clinical outcomes.
• Route medical questions, treatment recommendations, and clinical concerns to the appropriate licensed provider.

• Prepare and coordinate payroll, including accurate review of time records and approved commissions or incentives.
• Oversee payment collection, daily reconciliation, deposits, and follow‑up on outstanding balances.
• Review discounts, refunds, package usage, and account adjustments for accuracy and adherence to approved policies.
• Coordinate invoices, purchasing records, and supporting documentation with leadership and the accountant.
• Monitor supply and retail inventory, coordinate approved orders, and help prevent shortages, unnecessary purchasing, and expired stock.
• Protect confidential employee, patient, and business information.

• Monitor practical operating measures such as schedule utilization, cancellations, no‑shows, inquiry follow‑up, rebooking, collections, and retail activity.
• Identify recurring problems and recommend specific improvements rather than simply reporting them.
• Coordinate with…