Fractional Practice Operations Manager

Fractional Practice Operations Manager

Position Type: Remote, Part-Time (10–15 hrs/week)

Compensation: $3,000–4,500/month base retainer (commensurate with experience) + performance bonus tied to incremental revenue above trailing 3-month baseline. 1099 contractor. Annual equivalent: $57,379.13 - $69,101.75

About the Role

You'll be the connective tissue that turns leads into loyal, high-LTV patients — and the person who tells the owner what's actually working (and what isn't) with data, not opinions. You won't be doing the day-to-day execution yourself. You'll have a virtual assistant who runs daily tasks. Your job is to build the systems, manage the VA, and answer the strategic questions that drive growth.

What You'll Own

Revenue Operations

• Lead-to-consult conversion: every lead from our marketer gets contacted within 5 minutes, followed up persistently, and booked
• Consult-to-treatment conversion: track close rates, identify drop-off points, fix them
• No-show recovery, reschedule workflows, and confirmation systems

Patient Lifecycle & Retention

• Rebooking: every patient leaves with their next appointment scheduled
• Maintenance reminders (tox at 12 weeks, filler intervals, package series completion)
• Lapsed patient reactivation campaigns
• Reviews, referrals, and word-of-mouth systems

Provider Optimization (Lead Injector)

• Monitor calendar utilization, revenue per clinical hour, and service mix
• Identify when we're leaving money on the table vs. when we're at capacity
• Bring data-driven recommendation on whether/when to add a second injector
• If we add one, own the onboarding process

Operations & Vendor Management

• Supply reorder cadence (tox, filler, consumables)
• Catch invoice errors and price increases
• Manage vendor relationships and negotiate when volume warrants

Team Coordination

• Direct management of our VA (day-to-day work, training, accountability)
• Coordination with our CPA (bookkeeping) and marketer (top-of-funnel)
• Build and maintain SOPs for every recurring task

Reporting

• Monthly KPI dashboard delivered to owner
• Quarterly strategic review with recommendations

What Success Looks Like

First 30 days:

• Audit current funnel end-to-end; document baseline KPIs
• Identify top 3 revenue leaks
• Take over VA management
• Establish lead response and follow-up SOP

First 60 days:

• Rebooking system live for every appointment type
• Lapsed patient reactivation campaign launched
• Provider utilization data tracked weekly

First 90 days:

• Full monthly KPI dashboard in place
• Clear data-backed recommendation on injector capacity
• Documented SOPs for all recurring operations (so the practice runs without single points of failure)

Requirements

• 3+ years operations experience in aesthetics, medspa, dermatology, or plastic surgery (non-negotiable — you need to know the industry vocabulary, pricing dynamics, and patient flow)
• Track record building systems, not just executing tasks
• Comfortable managing remote staff (specifically VAs)
• Data-literate: can build a simple dashboard, read funnel metrics, and make recommendations
• Excellent written communication (most of your management will be async)
• References from 2+ practices we can call

What You're NOT Doing

• Bookkeeping (handled by CPA)
• Social media, ads, or content (handled by marketer)
• Clinical work
• Daily task execution (handled by VA, whom you'll manage)