Position Summary
The Clinic Operations Manager is responsible for overseeing the day-to-day operational performance of Weiler Plastic Surgery across 11 locations, including plastic surgery clinics, medical spas, aesthetic services, and two affiliated surgical centers.
This position provides leadership, direction, and accountability to five Area Managers, ensuring operational consistency, financial performance, patient experience, employee engagement, and adherence to company standards across all locations.
The ideal candidate is a strong operational leader with a background in plastic surgery, aesthetics, injectables, nursing, or a related clinical environment who has successfully transitioned into business operations and leadership.
This individual must understand both the clinical and business sides of the organization and be comfortable managing multiple priorities, leading through change, developing people, and implementing processes that support organizational growth.
The Clinic Operations Manager will serve as an important connection between executive leadership and field operations, translating company goals into actionable operational plans and ensuring consistent execution across all locations.
Key Responsibilities
- Multi-Location Operational Leadership
- Oversee daily operations across 11 locations, ensuring consistency, efficiency, and adherence to Weiler standards.
- Provide direction, support, and accountability to five Area Managers.
- Establish clear expectations and performance standards for Area Managers and their respective teams.
- Conduct regular operational meetings, location visits, and performance reviews.
- Identify operational gaps, inefficiencies, and opportunities for improvement.
- Ensure locations are appropriately staffed, scheduled, and equipped to support patient volume and business needs.
- Partner with leadership to develop and implement standardized operating procedures.
- Ensure effective communication between locations, departments, providers, and executive leadership.
- Maintain visibility into location-level challenges and proactively address issues before they escalate.
- Leadership & Team Development
- Lead, mentor, and develop Area Managers, building their confidence, leadership capabilities, and decision-making skills.
- Establish a culture of accountability, ownership, teamwork, and continuous improvement.
- Coach Area Managers on employee performance, conflict resolution, communication, and operational decision-making.
- Identify leadership development opportunities and succession planning needs.
- Ensure Area Managers are effectively managing their teams and holding employees accountable.
- Conduct regular one-on-one meetings and performance discussions with Area Managers.
- Support recruitment, onboarding, retention, and employee development initiatives.
- Build a leadership team that can independently manage daily operations without unnecessary escalation to executive leadership.
- EMR/PMS & Technology Optimization
This is an especially important responsibility for Weiler given our technology infrastructure and ongoing optimization needs.
- Serve as the operational leader for EMR and Practice Management System implementation, optimization, and ongoing development.
- Oversee operational adoption and utilization of systems such as Nextech and other clinical/PMS platforms.
- Identify opportunities to improve scheduling, charting, documentation, checkout, payments, reporting, and patient communication workflows.
- Lead operational planning for future software conversions, upgrades, and system integrations.
- Work with vendors, IT partners, clinical leadership, and internal super users to resolve system issues and improve workflows.
- Establish processes for training, adoption, accountability, and ongoing system education.
- Monitor system utilization and identify opportunities to reduce manual processes and improve efficiencies.
- Support integration and optimization of patient communication and call center technology, including GoTo phone systems.
- Evaluate and support other software platforms used throughout the organization, including DermPro and related aesthetic/clinical systems.
- Plastic Surgery, Med Spa & Aesthetic Operations
- Understand the unique operational needs of plastic surgery practices, medical spas, injectables, and aesthetic service lines.
- Oversee operational workflows from patient scheduling through consultation, treatment, checkout, and retention.
- Monitor provider schedules, utilization, appointment availability, and staffing efficiency.
- Support the development of consistent workflows for injectors, aestheticians, nurses, medical assistants, and patient concierge teams.
- Monitor service-line performance, revenue opportunities, and operational expenses.
- Partner with clinical leadership to ensure appropriate clinical workflows, training, and operational support.
- Identify opportunities to improve patient retention, treatment conversion, retail sales, and overall patient experience.
- Ensure locations are following established protocols for inventory, product management, supplies, and equipment.
- Financial & Business Performance
- Monitor location-level operational and financial performance.
- Partner with the Senior Director of Operations and Finance to review revenue, expenses, staffing, productivity, and profitability.
- Identify opportunities to improve labor efficiency, provider utilization, and operational margins.
- Monitor key performance indicators and ensure Area Managers understand their financial responsibilities.
- Review staffing models and make recommendations based on patient volume, revenue, and operational needs.
- Identify areas of overspending, unnecessary expenses, and process inefficiencies.
- Support annual budgeting, forecasting, and operational planning.
- Help ensure each location operates within established financial and performance expectations.
- Patient Experience & Service Excellence
- Ensure the Weiler patient experience is consistent across all locations.
- Reinforce the organization's core values: Joyful, Teamwork, Authentic, Passionate, and Patient Devoted.
- Monitor patient feedback, complaints, satisfaction trends, and service recovery opportunities.
- Establish expectations for patient communication, hospitality, and service standards.
- Partner with leadership to identify opportunities to improve the patient journey.
- Ensure operational processes support a seamless experience from the first patient interaction through follow-up and retention.
- Promote a culture where service excellence and accountability are shared responsibilities.
- Process Improvement & Organizational Growth
- Evaluate existing processes and recommend improvements that support scalability.
- Lead operational initiatives and special projects as assigned by the Senior Director of Operations.
- Support new location openings, expansions, and integration of new service lines.
- Assist with developing and implementing company-wide policies, procedures, and operational standards.
- Identify opportunities to leverage technology and automation to reduce administrative workload.
- Ensure organizational initiatives are communicated, implemented, and measured effectively.
Qualifications
Qualifications & Experience
Required Qualifications
- Minimum 5 years of experience in healthcare, plastic surgery, medical spa, aesthetics, or a related clinical business environment.
- Minimum 3 years of leadership or management experience.
- Demonstrated experience overseeing multiple locations, departments, or teams.
- Strong understanding of clinical operations and patient experience.
- Experience with EMR/PMS systems and technology implementation or optimization.
- Strong business acumen with the ability to understand financial reports, operational metrics, and performance indicators.
- Proven ability to lead, coach, develop, and hold teams accountable.
- Excellent communication, organizational, and problem-solving skills.
- Ability to manage multiple priorities and work in a fast-paced, growing organization.
- Willingness to travel regularly between locations.
Preferred Background
- Medical Spa or Plastic Surgery Practice Manager.
- Multi-Site Healthcare Operations Manager.
- Clinical professional with experience in business development, practice management, or operational leadership.
Preferred Technology Experience
Platform
Desired Experience
Nextech
EMR/PMS implementation, workflows, reporting, optimization
DermPro
Aesthetic/clinical software workflows
GoTo
Phone systems, call routing, communication workflows
Microsoft 365
Excel, Outlook, Teams, reporting
Other platforms
Scheduling, payment processing, inventory, and patient engagement
