OverviewSummaryThe Practice Manager is the on-site operational and administrative leader for The Waldorf Center For Plastic Surgery in Portland, Oregon, within a private equity-backed, multi-site plastic surgery and dermatology practice. This role holds full accountability for the clinical operations, financial performance, patient experience, provider and staff management, regulatory compliance, and strategic execution of the assigned location.
The Practice Manager leads all staff at the assigned location, including Supervisors, Team Leads, Leads, and individual clinical and administrative contributors, and is 100% dedicated to clinic management and administration. This role functions as the primary P&L owner and people leader on-site, partnering closely with clinicians, medical leadership, and the VP of Operations, marketing operations, and other company-wide departments to drive operational excellence, financial performance, and an outstanding patient experience.
ResponsibilitiesFinancial Management & Performance- Own full P&L accountability including revenue optimization, expense management, and EBITDA performance
- Develop and monitor the operating budget; analyze variances and implement corrective measures
- Oversee revenue cycle performance including charge capture, coding compliance, collections, authorization management, and denial resolution
- Manage pricing for aesthetic services and retail products
- Approve purchase orders within defined authority thresholds
- Monitor key financial KPIs including revenue per visit, provider productivity, collections rate, days in AR, and cost per visit
Provider Scheduling, Capacity & Template Management- Manage and continuously optimize provider scheduling templates with accountability for fill rates, appointment lag times, and capacity utilization
- Monitor template performance data daily, weekly, and monthly; partner with central scheduling to maximize patient access
- Manage provider leave requests, absence coverage, and schedule adjustments to minimize access disruption
- Leverage scheduling technology and access analytics to reduce no-shows, improve schedule density, and enhance the patient scheduling experience
Clinical Operations & Patient Experience- Maintain full operational accountability for all clinic functions including patient access, clinical workflows, scheduling, supply management, and administrative operations
- Establish and maintain standard operating procedures; ensure consistent application across all teams and service lines
- Own the patient experience - setting and enforcing service standards for communication, access, wait times, and care environment
- Monitor patient satisfaction data and develop action plans to drive measurable improvement
- Oversee quality assurance programs ensuring high-quality patient care, regulatory compliance, and risk management
People Management & Organizational Development- Provide full supervisory authority for all assigned staff including Supervisors, Team Leads, and individual contributors
- Manage the full employment lifecycle: recruit, onboard, develop, coach, evaluate, and when necessary separate staff
- Conduct regular one-on-ones with direct reports; build leadership bench strength at all levels
- Lead succession planning and identify high-potential staff to build an internal pipeline
- Foster a high-performance, accountable culture supporting staff engagement, growth, and exceptional patient care
Provider Relations & Medical Affairs- Build and maintain strong working relationships with physicians and advanced practice providers
- Serve as the primary operational point of contact for provider concerns; resolve issues within scope and escalate as appropriate
- Ensure supervision designations for APPs and other staff are clearly established and current
- Partner with medical leadership to identify clinical performance opportunities and support quality improvement initiatives
- Support provider onboarding and clinic integration for newly recruited providers
Business Development & Strategic Growth- Partner with the VP of Operations and Business Development teams to support the integration of newly acquired practices
- Identify organic growth opportunities, including capacity optimization, service line expansion, and referral partnership development
- Oversee aesthetic service line and retail operations, including pricing strategy, loyalty programs, and marketing coordination
- Collaborate with Marketing to drive patient volume, improve capacity utilization, and strengthen community presence
Facilities, Technology & Information Systems- Oversee facility management and space planning, including asset management, equipment maintenance, and any expansion or renovation activities
- Partner with IT on EHR/EMR systems, scheduling tools, and patient engagement platforms; lead adoption and change management for technology initiatives
Qualifications- Bachelor's degree in Healthcare Administration, Business Administration, or a related field required. Master's degree (MHA, MBA, CMPE, or equivalent) preferred; ACMPE Fellowship (FACMPE) or FACHE certification preferred.
- Minimum 3+ years of clinic or medical practice management experience in an ambulatory healthcare setting required; experience in plastic surgery, dermatology, medical aesthetics, other surgical specialty or a PE-backed multi-site practice preferred.
- Demonstrated experience managing clinical and administrative staff across multiple roles and functions required.
- Experience with ambulatory revenue cycle management, scheduling template optimization, and P&L or budget accountability preferred.
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