Practice Administrator - Aesthetics + Wellness

Position Overview

REGEN Society Aesthetics Wellness is a high-end, medical aesthetics and functional wellness practice dedicated to delivering exceptional, results-driven care through an elevated patient experience. We are seeking an experienced Practice Administrator to oversee daily operations, team coordination, compliance, and patient flow while supporting the continued growth of the practice.

This role is ideal for a highly organized, proactive leader who thrives in a fast-paced medspa or private practice environment and takes pride in building systems, supporting teams, and maintaining excellence across every touchpoint.

Required Experience & Qualifications

• Minimum of 2 years’ experience in a medspa, aesthetic practice, or private medical practice
• Proven experience managing front-office operations, scheduling, and patient flow
• Strong working knowledge of HR administration, including onboarding, policies, training coordination, and documentation
• Experience overseeing compliance (HIPAA, OSHA, state regulations, internal SOPs)
• Comfortable and proficient using Boulevard (BLVD) EMR & scheduling system
• Exceptional organizational skills with strong attention to detail
• Confident communicator with both patients and staff
• Ability to multitask, prioritize, and problem-solve independently
• Professional, polished demeanor aligned with a luxury medical brand

Key ResponsibilitiesOperations & Practice Management

• Oversee daily clinic operations to ensure smooth patient flow and exceptional service
• Manage provider and staff schedules within BLVD EMR
• Monitor booking utilization, cancellations, no-shows, and rebooking metrics
• Coordinate inventory ordering, supplies, and vendor communication
• Support membership programs, packages, and promotions

HR & Team Support

• Assist with hiring, onboarding, and offboarding of staff
• Maintain employee files, training logs, certifications, and required documentation
• Enforce employee handbook policies and professional standards
• Coordinate staff schedules, PTO requests, and internal communications
• Support performance reviews and training coordination

Compliance & Risk Management

• Ensure adherence to HIPAA, OSHA, and state regulatory requirements
• Maintain compliance documentation, audits, and SOP updates
• Support incident reporting, patient documentation standards, and consent management

Patient Experience & Front Office Leadership

• Lead front desk operations and patient experience standards
• Handle escalated patient concerns with professionalism and discretion
• Ensure consistent brand voice and elevated service throughout the patient journey
• Support sales conversations related to memberships, treatment plans, and wellness programs

What We’re Looking For

• A systems-driven leader who takes ownership and anticipates needs
• Someone who understands both aesthetics and wellness workflows
• Comfortable balancing structure with flexibility in a growing practice
• Team-focused, solutions-oriented, and aligned with REGEN Society’s mission

Compensation & Benefits

• Competitive hourly compensation (based on experience)
• Opportunity for growth, bonuses, and leadership expansion as the practice scales
• Employee treatment and wellness perks
• Supportive, growth-oriented team culture

Pay: $40,000.00 - $75,000.00 per year

Benefits:

• Employee discount
• Flexible schedule
• Health insurance
• Paid time off

Work Location: In person

Salary : $40,000 - $75,000