What are the responsibilities and job description for the Assistant Practice Manager position at Kalon Aesthetics?
Assistant Practice Manager — Athenix (Bellevue, WA)
Athenix delivers evidence-based aesthetic and body contouring care with a focus on exceptional patient experience and measurable outcomes. Our Bellevue practice combines high-quality clinical care with a goals-driven, team-focused operations model.
Position Summary
The Assistant Practice Manager supports operational excellence and performance execution for the Bellevue clinic. You will own KPI accuracy, daily systems execution, staff accountability, and front-end sales operations so the Practice Manager can focus on revenue growth, sales training, and strategic initiatives. The primary objective of this position will be to drive consistent, measurable improvement across daily workflows (scheduling, consult flow, documentation, reporting, policy adherence) and maintain accountability across administrative and front-end sales teams.
Key Responsibilities
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Operational KPI Management
- Maintain daily, weekly, and monthly performance dashboards.
- Track consult volume, show rates, close rates (reporting only), cancellations, no-shows, follow-up completion, and deposit collections.
- Identify performance deviations and operational bottlenecks; deliver weekly KPI summaries to the Practice Manager.
- Monitor trends for surgical production and sold targets.
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Front-End Sales Operations Oversight
- Ensure consult confirmations and scheduling processes are executed accurately and adjusted as needed.
- Train and coach front-office team members to improve processes.
- Spot-check CRM (Salesforce) documentation and pricing accuracy.
- Manage patient packages and scheduling follow-ups.
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Staff Oversight & Accountability
- Manage schedules and time-off administration for front-office and clinical scheduling systems.
- Lead daily huddles (including a 30-minute front-end meeting) and weekly planning; surface support needs.
- Deliver first-level corrective conversations and monitor task completion and policy adherence.
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Systems & Administrative Control
- Maintain and create SOPs for front-end and clinic workflows.
- Coordinate onboarding logistics for new hires.
- Manage vendor relationships, supplies, and daily operational readiness.
- Make scheduling adjustments, enforce processes, resolve operational problems, and administer minor disciplinary actions.
- Coordinate with Practice Manager to escalate any compensation changes, terminations, revenue strategy changes, and provider-level performance concerns.
Qualifications
- 3 years in medical practice operations, clinic management, or comparable role (aesthetic/dermatology/plastics preferred).
- Strong experience with KPI tracking, CRM usage (Salesforce preferred), scheduling systems, and SOP development.
- Excellent communication, coaching, and problem-solving skills.
- Detail-oriented, organized, and able to drive accountability across teams.
- Proficiency with Excel/Google Sheets and comfort with performance dashboards.