Job Summary:
The Operations Support Specialist is responsible for supporting the seamless operations of our clinics by implementing key systems, monitoring performance, and facilitating effective communication. This role requires a proactive individual with strong organizational skills, attention to detail, and the ability to manage multiple tasks concurrently. The specialist will work closely with the Director of Implementation and the Business Operations team to ensure that new clinics are onboarded successfully while initiatives and improvements are effectively executed and sustained. This role requires travel up to two days per week to support clinics across the nation with Zenoti rollout and the implementation of other company initiatives.
About Cosmetic Physician Partners (CPP):
Cosmetic Physician Partners is a network of leading operators of medical aesthetic clinics in the US, emphasizing a people-first culture and achieving consistent double-digit growth in their clinics over the last decade. CPP leverages their experience to help their network and the 1,500+ clinics they have consulted and trained to achieve similar success. CPP is committed to building the premier medical aesthetic clinic network in the US for the long-term benefit of all partners, clients, and employees.
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Key Responsibilities:
Zenoti Implementation Across Clinics:
- Work with the implementation team to support the implementation of the Zenoti system across all clinics.
- Train clinic staff on using Zenoti effectively.
- Troubleshoot and resolve any issues during and post-implementation.
- Data collection from current clinic EMR or booking software
- Ensure all systems are functioning optimally and address any technical issues promptly.
- Support the onboarding process for new clinics.
- Provide continuous support and training during the onboarding phase.
Practice Manager Support:
- Conduct regular follow-ups with Practice Managers to ensure alignment and progress with operational goals.
- Provide support and guidance to Practice Managers to address any operational challenges.
Setup and Monitor Clinic Performance Dashboards:
- Develop and maintain performance dashboards for each clinic to help with tracking daily clinic performance
- Monitor key performance indicators (KPIs) and generate reports to track clinic performance.
- Identify trends and provide actionable insights to improve clinic efficiency.
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Scheduling Management/Utilization:
- Oversee the scheduling process to ensure optimal utilization of clinic resources.
- Work with clinic staff to resolve scheduling conflicts or schedule blocks and optimize appointment bookings.
- Analyze scheduling data to identify opportunities for improvement.
Financial Management Support:
- Review and approve clinic expenses above $10,000.
- Ensure all expenses are in line with budgetary guidelines and operational needs.
- Monitor financial performance and identify cost-saving opportunities.
Clinic Unblocks:
- Identify and address any operational blocks within clinics that hinder the performance or success of initiatives
- Collaborate with clinic staff to develop solutions to overcome these obstacles.
- Ensure continuous improvement of clinic operations by proactively resolving issues.
Travel:
- Travel up to two days per week to support clinics across the nation with Zenoti rollout and the support or implementation of other company initiatives.
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Qualifications:
- Proven experience with Zenoti system implementation and management.
- Strong organizational and project/people management skills.
- Excellent communication and interpersonal skills.
- Ability to travel as required.
- Proficient in data collection, analysis, and reporting.
- Strong problem-solving skills and attention to detail.
- Ability to manage multiple tasks concurrently and work under pressure.
- Ability to work outside typical business hours when needed to support clinics from the east to west coast
- Ability to be self-sufficient and self-motivated in a remote working environment
Benefits:
- Comprehensive health benefit plan – medical, dental, vision
- 401k with company contribution
- Aesthetic service discounts and perks
- Culture-first team environment
- Growth opportunity
