Operations manager of a network of trichology clinics in HairCheck

Location: Warsaw

About the company

We are HairCheck - a network (10 branches in Ukraine and Poland) of modern trichological clinics with a comprehensive approach to hair and skin treatment.

Now we are strengthening the team and looking for an operations manager who will be able to build effective control of processes and their compliance.

Main duties:

Control of areas of responsibility and KPI (+ keeping statistics):

1) Quality of medicine – verification of conclusions, treatment schemes, diagnostic quality (including photo, trichoscopy, documentation)

2) Adherence to protocols by administrators

(onboarding, discipline, control communication)

3) Analysis of conversion

4) Control over compliance with the correctness of the client path (confirmation, transfer)

5) Control of the appointment of doctors (analyses/products)

6) Control of processes of doctors (consultation time, treatment plan)

7) Preparation of a weekly report:

- Errors of doctors + corrections

- Conversion by doctors

- Problems in appointments

- Successful cases

- Progress in education

- Medical risks

Detailed tasks:

1) Supervise the work and indicators of administrators:

- standards of communication with patients

- correctness of filling out questionnaires

- correctness creating/updating a card

- timeliness of payments

- fixing records for the next visit

- monitoring the flow of patients

- receiving feedback

- fixing claims and working with them

2) Supervise the work and indicators of doctors:

- the correctness of collecting anamnesis and entering it into the patient card in crm

- verification of compliance with all standards and medical protocols of admission and patient treatment protocols

- control of the correctness of appointment of tests and entry into crm

- control of compliance with appointments

- control of the procedure, communication, information and management of the patient

3) Supervise the work and indicators of nurses:

- control of compliance with duties (preparation office, preparing the patient, conducting procedures, keeping a log of procedures, communicating with the patient)

- Control of compliance with sterility standards

4) Control of the appointment and management of the course:

- verification of the correct construction of the course schedule

- control of compliance with the course

- monitoring of the availability of consumables for the course

- control of no-show in courses

- control of course correction by doctors

- monitoring of photo fixations

Requirements:

• 3+ years of experience as an operations manager or head of department (experience in medicine/cosmetology will be an advantage)

• Strong management skills, data analysis skills, understanding of KPIs and conversions

• Experience work with CRM (altegio, keycrm)

• Fluency in Ukrainian/Russian, Polish will be an advantage

Soft Skills:

• Ability to lead, train and develop staff.

• Ability to make decisions and take responsibility in difficult situationsyah.

• Ability to see the clinic as a system and keep control over all processes.

• Skill in building long-term cycles of control and improvement.

• Clear, structured communication with doctors, administrators and management.

• Ability to give correct but firm feedback.

• Ability to work with complaints and conflicts.

• Ability to work with several clinics/locations at the same time.

• Clarity in prioritizing tasks and resource allocation.

• Ability to work in a mode of high responsibility and medical risks.

• Quick response to non-standard situations.

• Structural and analytical thinking, ability to work with numbers and see regularities.

We offer:

• Work in a growing network of clinics.

• Accurate standards, processes and a qualitative methodological base.

• The possibility of influencing the scaling of the network.

• Career growth.

• Salary 60,000-80,000 UAH

• Training and development.

Send your resume to [email protected] with the subject line - "Operations Manager"

Location: Warsaw

Format:5/2 [office-possible hybrid (possible business trips)]

Payment:60,000 - 80,000 UAH