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Practice Administrator / Office Manager
Employment Type:
Permanent
Job Number: 63258514
Pay Rate: $65,000 / year
Job Description
Practice Administrator / Office Manager
Presented by GSG Talent Solutions
Location: San Antonio, TX (78249 area)
Employment: Full-Time, Onsite (Monday – Friday, 8:30 AM – 5:00 PM)
Starting Pay: $62,000 – $65,000 / year (Target Growth Ladder: $75,000 – $85,000+ upon demonstrated scope)
About the Practice
GSG Talent Solutions has partnered with a premier, fully cosmetic, and self-pay boutique plastic surgery practice and MedSpa in San Antonio led by a Board-Certified Surgeon. Built on clinical excellence, safety, and a luxury patient experience, the practice operates at a high volume with a dedicated non-clinical and clinical team.
Position Summary
The Practice Administrator / Office Manager serves as the operational backbone of the practice. Working directly with the Surgeon-Owner, this seat owns the non-clinical business engine: daily clinic operations, personnel leadership, financial workflows, software administration, vendor relations, and patient experience infrastructure. This is an empowered, self-directed leadership role designed for a skilled operator who manages practice resources and operations with a true business-owner mentality.
Must-Have Qualifications & Core Requirements
- 3–5+ Years Operations & Leadership Experience: Proven track record in a medical practice, plastic surgery, MedSpa, dental, aesthetics, luxury hospitality, or another high-touch, high-service environment.
- People Leadership: Direct hands-on experience managing staff, building daily schedules, conducting onboarding/training, managing performance, and maintaining team accountability.
- Financial Competency: Functional proficiency with QuickBooks Online (QBO). Hands-on experience with accounts payable/receivable (AP/AR), payroll preparation, account reconciliations, and basic financial reporting/P&L oversight.
- Advanced Tech Savvy (NON-NEGOTIABLE): Technology adoption is a critical client priority. Must demonstrate comfort rapidly adopting, managing, and maintaining EMR, CRM, practice management, and business productivity software.
- Self-Directed Operator: Proactive problem solver who takes initiative, closes feedback loops independently, and executes operations without requiring constant direction.
- Professional & Composed: Exceptional integrity handling confidential data (HIPAA/financial), paired with a calm, polished demeanor under fast-paced operational pressure.
Technology Stack Owned in This Role
- Accounting: QuickBooks Online (QBO)
- EMR / Practice Management: 4D EMR
- CRM / Patient Engagement: Romea AI
- Time Tracking: On The Clock
- Patient Financing: Cherry, CareCredit, Alphaeon
- Payment Processing: Simpay / Stax
- SOPs & Documentation: Notion
- Productivity Suite: Google Workspace
Key Responsibilities
1. Daily Operations & Patient Flow
- Oversee daily facility operations, ensuring the practice opens on time, runs on schedule, and closes accurately.
- Manage clinic and surgery schedules to optimize OR block utilization and minimize no-show/cancellation rates.
- Serve as the in-house systems point of contact for all EMR, CRM, and practice hardware/software tools.
2. Personnel & HR Management
- Own HR administrative workflows: applicant screening, onboarding, personnel files, timecard verification, and offboarding.
- Manage weekly staff schedules and coverage to ensure all patient-facing posts are seamlessly staffed.
- Maintain team morale, lead staff meetings, document SOPs in Notion, and handle performance management.
3. Financial & Vendor Oversight
- Manage AP/AR processes: review invoices, assign expense categories in QBO, and prepare check runs.
- Reconcile payment processor deposits (Simpay, Cherry, CareCredit, Alphaeon) against QBO and bank records.
- Prepare weekly/monthly financial summary reports (P&L, A/R, KPIs) for leadership.
- Maintain the master vendor register, review service contracts annually, and manage outside partner relationships.
4. Compliance & Patient Experience Infrastructure
- Serve as HIPAA Privacy Officer, ensuring strict data security, regular training, and compliance.
- Maintain current surgeon credentialing files (licensure, hospital privileges, malpractice insurance).
- Ensure the front-desk team delivers a consistent, luxury-level experience at every patient touchpoint.
Compensation & Performance Incentives
- Starting Base Salary: $62,000 – $65,000 / year (Full-time)
- 90-Day Progression Review: Opportunity for pay rate advancement upon confirmed mastery of daily operations and core administrative systems.
- Growth Path: Structured ladder progressing to $75,000 – $85,000+ / year as the seat absorbs deeper financial, vendor, and practice-management responsibility.
- Quarterly Operational Bonus: Eligible for $500 – $1,000 / quarter tied to controllable operational metrics (cancellation rates, on-time reconciliations, SOP development, and payroll accuracy).
Meet Your Recruiter
Lamesia Daniels
Recruiting Supervisor
A native Austinite, Lamesia is a Certified Staffing Professional with over 10 years of recruiting experience. Starting off with GSG as a recruiter in August 2019, Lamesia helped to connect many people in the community to jobs that they love as a core part of the private recruiting team. Always willing to take lead and provide a helping hand to her team mates, Lamesia was promoted to Recruiting Supervisor in March 2022, and has been guiding our team of dedicated recruiters ever since. Lamesia loves serving the community by connecting people to meaningful employment.
Outside of work, she enjoys spending time with her husband and kids, and is a mother to 3 beautiful children.
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