About the role
We are seeking an experienced Fractional Healthcare COO / Business Operations & Compliance Manager to help strengthen the operational and compliance infrastructure of a growing healthcare company that operates both a medical practice and medical spa.
Our primary care patient coordination, scheduling, and day-to-day patient management are already supported by an outside healthcare management company and virtual assistants.
I am NOT looking for another patient coordinator or general VA.
I need an experienced healthcare operations professional who can look at the business from an executive level and make sure our compliance systems, SOPs, business processes, documentation, licenses, vendors, policies, and operational infrastructure are organized and scalable.
Primary
Responsibilities
Healthcare Compliance & SOP Infrastructure
Review our existing SOPs, policies, forms, logs, and workflows
Identify missing or outdated policies and procedures
Build and maintain an organized SOP and compliance manual
Create compliance checklists and recurring audit schedules
Review HIPAA/privacy and security workflows
Review OSHA/workplace safety processes
Review medication storage, emergency preparedness, infection control, sharps/biohazard, equipment maintenance, and clinical safety procedures
Help organize required logs, inspections, training records, and documentation
Track policy review dates and required updates
Identify areas requiring review by our attorney, accountant, insurance carrier, pharmacy consultant, or other licensed professional rather than making unsupported legal determinations
Licensing & Business Compliance
Help us maintain an organized system for tracking applicable:
State and local business licenses
Professional/practice requirements
DBA registrations
Pharmacy-related permits/licenses
Sales tax registrations
Insurance policies
CLIA requirements, if applicable
Vendor agreements
Business registrations and renewals
Equipment maintenance requirements
Employee/contractor documentation
Required healthcare workplace postings and records
Create a master compliance calendar showing renewal dates, responsible parties, documentation, and completion status.
Business Operations
Review the overall structure of both businesses and identify operational gaps
Create repeatable systems instead of relying on the owner to remember everything
Organize vendor and contractor management
Review recurring subscriptions and business expenses
Develop internal administrative workflows
Help establish appropriate business KPIs
Create executive dashboards and recurring operational reports
Coordinate projects across contractors and vendors
Ensure assigned projects are actually completed
Help evaluate new vendors, systems, services, and business opportunities
Create implementation plans for new services
Vendor & Contractor Oversight
We already work with outside vendors and virtual team members.
This role will help:
Define vendor responsibilities
Prevent duplication of work
Establish deliverables and KPIs
Track performance
Conduct regular operational reviews
Identify gaps between vendors
Make sure important tasks do not fall between different teams
Escalate issues to the owner when decisions are required
Medspa Business Operations
Help strengthen the business infrastructure supporting our aesthetics and wellness services, including:
SOP organization
Consent/documentation workflows
Inventory systems
Medication/product tracking processes
Emergency preparedness
Equipment maintenance documentation
Membership and package processes
Vendor management
Staff/contractor onboarding systems
Service launch checklists
Operational profitability reviews
What I Need From You
I am a clinician and business owner. I need someone who can independently look at the organization and say:
“Here is what is missing, here is what needs to be fixed, here is who should handle it, and here is the deadline.”
I do not want to provide a daily task list.
The ideal person is highly organized, understands healthcare businesses, and can turn a growing owner-operated practice into a company with documented systems and accountability.
Ideal Background
Strong preference for candidates with experience in:
Healthcare operations
Medical practice administration
Healthcare compliance
Medspa/aesthetic medicine operations
Practice management
HIPAA/OSHA compliance programs
SOP development
Healthcare business licensing
Vendor management
Multi-service healthcare organizations
Experience working with NP-owned or physician-owned private practices is highly desirable.
This role does not replace our attorney, CPA, or other licensed compliance professionals. You should know when an issue needs to be escalated to the appropriate professional.
Initial 90-Day Priorities
One of your first responsibilities will be conducting an operational/compliance review and developing a prioritized action plan.
Expected initial deliverables include:
Master business compliance checklist
License and renewal tracker
Compliance calendar
SOP inventory and gap analysis
Updated SOP manual structure
Vendor responsibility matrix
Insurance/policy tracker
Equipment and safety compliance tracker
Employee/contractor documentation checklist
Business KPI dashboard
Operational risk/gap report
30/60/90-day action plan
Application Questions
Please answer:
What healthcare practices have you previously supported?
What experience do you have with healthcare compliance and SOP development?
Have you worked with medical spas or aesthetic practices?
Have you worked with independently owned medical practices?
Describe a compliance or operational audit you have performed.
What would you review during your first 30 days with our company?
How do you keep track of licenses, renewals, SOP reviews, training, and recurring compliance requirements?
What healthcare regulations or operational areas are you most experienced with?
Give an example of an operational or compliance problem you identified before the business owner noticed it.
How do you distinguish between an operational/compliance issue you can address and something that needs to be referred to legal counsel, a CPA, or another licensed professional?
Please start your proposal with “HEALTHCARE OPERATIONS” so I know you have read the entire posting.
Engagement
This will initially be a fractional, part-time role with the potential to become a long-term position as our organization grows.
I am looking for someone who can become the operational right hand of the owner—someone focused on structure, compliance, accountability, risk reduction, and scalable business systems.