Practice Manager + Patient Care Coordinator

Practice Manager & Patient Care Coordinator

LILIVY Aesthetics & Wellness – Fort Wayne, IN

Full-Time | On-Site | Leadership Patient-Facing Role

About LILIVY

LILIVY Aesthetics & Wellness is a physician-led medical aesthetics and concierge wellness practice opening in southwest Fort Wayne, IN. Founded by board-certified OB/GYN and certified menopause specialist Dr. Stephanie Sublett, our practice blends clinical expertise with personalized, ethical care.

Our Vision: To help people look and feel their best—at every age—through personalized, science-backed care that blends beauty, wellness, and medical innovation.

Our Mission: We provide expert, ethical, physician-led care that empowers individuals through personalized hormone therapy, longevity medicine, and advanced aesthetic treatments—delivering real results inside and out through a high-touch, membership-based model built on trust, education, and radiant outcomes.

We serve women seeking concierge medical care and both women and men for aesthetic services, IV hydration, and wellness treatments.

Our signature offerings include:

• Hormone optimization for perimenopause, menopause, and postpartum
• Sexual wellness and longevity medicine
• Medically supervised weight loss
• IV hydration, vitamin therapy, and peptides
• Non-surgical facial rejuvenation and advanced skincare

About the Role

In this startup phase, the Practice Manager will also serve as our Patient Care Coordinator, taking a hands-on role in both operations and patient-facing experiences. You will work closely with the physician-owner to build systems, shape the patient journey, and lead a growing team.

This is a dynamic, multifaceted role that combines leadership and direct patient interaction. As the practice grows, there may be opportunities to evolve this position or delegate specific responsibilities to additional team members—allowing for long-term career development and leadership advancement.

It’s an ideal role for someone who thrives in a startup environment, values autonomy and impact, and is passionate about building something meaningful from the ground up.

Key Responsibilities

Operations & Leadership

• Oversee daily operations, scheduling, inventory, and vendor relations
• Implement and manage EMR, CRM, and POS systems
• Maintain compliance with HIPAA, OSHA, and infection control protocols
• Support pre-launch setup and post-launch workflows

Patient Care Coordination

• Serve as the main point of contact for patients during consultations and follow-up
• Educate patients on services, memberships, and wellness options
• Ensure a seamless, concierge-level patient experience
• Manage appointment scheduling, reminders, and communications

Financial & Strategic Oversight

• Support budget planning, billing workflows, and vendor contracts
• Track revenue trends, KPIs, and POS transactions
• Monitor inventory levels and retail product sales

Team Building

• Assist with recruiting and onboarding staff
• Lead daily huddles and foster a culture of service, teamwork, and professionalism
• Oversee scheduling and performance tracking as the team grows

Marketing & Community Outreach

• Help coordinate events, local partnerships, and promotional campaigns
• Represent the brand at community events and help build awareness

Ideal Candidate

• Bachelor’s degree required (Healthcare Administration or Business preferred)
• 5 years of experience in healthcare or med spa management
• Familiarity with medical aesthetics, wellness, or concierge care models
• Tech-savvy with experience using EMRs and CRMs (e.g., OptiMantra, Symplast, Aesthetic Record)
• Excellent communication and leadership skills
• Thrives in a dynamic, fast-paced environment with evolving roles

Compensation & Benefits

Compensation

This is a full-time, salaried position starting at $65,000 , depending on experience and qualifications. Includes benefits and opportunity for growth and leadership as the practice expands.

We also offer:

• Health insurance (after 30 days)
• 401(k) with employer match (after 90 days)
• Paid time off, holidays, and sick leave
• Monthly wellness stipend & CE allowance
• Employee discounts on skincare, IVs, and aesthetic treatments
• Opportunity to grow with a forward-thinking, physician-led practice

To Apply

Please submit your resume and a short cover letter explaining why you’re excited to help launch and lead LILIVY into its next chapter.

Job Type: Full-time

Pay: From $31.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Continuing education credits
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Are you comfortable working in a startup environment where roles evolve as the practice grows?

• Do you have experience using EMR or CRM systems (e.g. Aesthetic Record, Symplast, OptiMantra or similar)?
• Have you ever worked in a medical aesthetics, wellness, dermatology or concierge medicine setting?
• Are you available to begin employment by end of August or early September?

Experience:

• Healthcare management: 3 years (Required)

Ability to Commute:

• Fort Wayne, IN 46804 (Required)

Ability to Relocate:

• Fort Wayne, IN 46804: Relocate before starting work (Required)

Work Location: In person

Salary : $31