HR Manager

Position Summary: At PatientNow, we’re helping people look and feel their best—while giving aesthetic and wellness providers the software they need to run thriving, modern businesses. Our all-in-one platform combines EMR, practice management, payments, and patient engagement tools built specifically for medical spas, plastic surgery clinics, and other cash-pay practices in a booming $20B+ market, growing 12-15% annually.

We’re looking for a proactive, hands-on HR Manager to join the PatientNow team and help scale our people operations during a pivotal stage of growth. This role will be a key member of the HR team, responsible for leading and optimizing core human resources functions across the organization.

You’ll own and continuously improve key programs across payroll, benefits, talent acquisition, compliance, performance management, and employee experience—ensuring our policies and processes support a positive, inclusive, and high-performing culture that reflects our company values.

As the primary point of contact for day-to-day HR matters, you’ll combine strategic thinking with strong execution, balancing tactical needs with long-term planning. The ideal candidate thrives in fast-paced, high-growth SaaS environments and brings a passion for people, operational excellence, and continuous improvement. Experience with modern HR tech and an interest in leveraging AI and automation to drive efficiency, insights, and scale is a strong plus.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee Lifecycle & People Operations

• Serve as a point of contact for employee inquiries, providing accurate guidance in a timely and professional manner.
• Own the onboarding and offboarding process, ensuring a smooth and positive experience for all employees.
• Maintain and update employee records in the HRIS system, ensuring accuracy and data integrity.
• Support administration of leave of absence, accommodations, and compliance with applicable federal and state laws.
• Leverage automation and AI-based tools to streamline onboarding, offboarding, and people operations workflows.
• Identify and implement HR process improvements that reduce manual effort and improve scalability.

Payroll & Benefits

• Own and manage the company’s semi-monthly payroll process, ensuring timely and accurate execution in partnership with Finance.
• Maintain and audit payroll records, ensuring compliance with tax regulations and wage laws.
• Administer benefits programs, including enrollments, changes, and open enrollment processes.
• Serve as the point of contact for benefits-related questions and work with external vendors and brokers to resolve issues.
• Partner with Finance to support reporting, budgeting, and reconciliation related to payroll and benefits.
• Evaluate and optimize payroll and benefits workflows using automated platforms and integrations with HRIS and relevant systems.
• Identify opportunities to reduce administrative overhead and errors through technology-driven processes.

Compliance & HR Policies

• Ensure company HR practices remain compliant with federal, state, and local employment laws and regulations, including but not limited to FLSA, FMLA, ADA, EEO, OSHA, and state-specific requirements.
• Maintain and audit employee files, I-9 documentation, and HR systems to ensure data accuracy and legal compliance.
• Track and implement required labor law updates across multiple states (and jurisdictions if applicable).
• Partner with external legal or compliance resources as needed to interpret new legislation and ensure risk mitigation.
• Develop, update, and communicate HR policies, procedures, and the employee handbook in alignment with company values, legal requirements, and industry best practices.
• Conduct internal audits of HR and payroll processes to ensure accuracy and compliance.
• Support employee investigations in partnership with the VP of HR, ensuring fair and consistent resolution aligned with company policy.
• Manage employee relations concerns with discretion, consistency, and sound judgment, escalating when necessary.
• Lead or support compliance-related trainings (e.g., harassment prevention).
• Maintain and submit required compliance reporting, such as EEO-1, ACA, COBRA notices, and other regulatory filings as required.
• Partner with HRIS vendors and internal stakeholders to ensure compliance features and reporting are automated and audit-ready.
• Use AI-driven insights (e.g., risk indicators, engagement sentiment tools) to proactively manage compliance and employee relations.

Performance & Development

• Own the end-to-end administration of the company’s performance management process, including review cycles, goal-setting, calibration, and feedback collection.
• Partner with the VP of HR to continuously improve performance frameworks, timelines, and tools to ensure they are effective, equitable, and aligned with company goals.
• Train and support managers and employees on best practices for feedback, performance conversations, and setting individual and team goals.
• Support the development and implementation of career pathing frameworks, competency models, and individual development plans (IDPs).
• Assist in coordinating learning and development opportunities such as new manager onboarding, internal workshops, and other upskilling initiatives.
• Track completion metrics and gather feedback to continuously improve the performance and development experience across the organization.
• Implement or enhance AI-enabled performance management systems for easier calibration, feedback collection, and goal tracking.
• Monitor usage and effectiveness of automated L&D tools or platforms, and make recommendations for improvement.

Recruiting & Talent Acquisition

• Own and manage the full-cycle recruitment process, including job postings, sourcing, screening, interviewing, and offer negotiation.
• Partner with hiring managers to define role requirements, develop effective sourcing strategies, and deliver an excellent candidate experience.
• Manage applicant tracking system (ATS), recruitment data, and reporting.
• Maintain and refine hiring processes to ensure efficiency, consistency, and compliance.
• Leverage AI tools to streamline sourcing, candidate screening, and scheduling.
• Continuously assess and improve the efficiency of the talent funnel using data and automation.

Culture & Employee Experience

• Lead and manage the company’s Culture Club, including meeting coordination, volunteer engagement, and planning of events and initiatives that foster belonging, recognition, and connection.
• Own employee engagement programming, including planning and executing engagement surveys, analyzing results, and supporting leaders in building follow-up action plans.
• Design and execute employee experience initiatives such as onboarding enhancements and company-wide events.
• Champion and communicate company values through ongoing programming, internal communications, and storytelling that reinforces a strong, inclusive culture.
• Partner cross-functionally to ensure a cohesive, consistent experience across departments.
• Stay current on cultural best practices and bring forward ideas to continuously elevate employee experience and engagement.
• Integrate employee engagement platforms that use AI to gather and analyze sentiment, feedback, and engagement drivers.
• Champion digital tools that support employee connection, recognition, and real-time communication at scale.

Competencies: To perform the job successfully, an individual should demonstrate the following.

Adaptability - Demonstrates persistence and overcomes obstacles. Measures self against standard of excellence. Recognizes and acts on opportunities. Sets and achieves challenging goals. Takes calculated risks to accomplish goals. Adapts to evolving technology and leverages digital tools to drive process improvement.

Business Ethics – Inspires the trust of others. Keeps commitments. Treats people with respect. Upholds organizational values. Works with integrity and ethically.

Communications - Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.

Continuous Learning - Assesses own strengths and weaknesses. Pursues training and development opportunities. Seeks feedback to improve performance. Shares expertise with others. Strives to continuously build knowledge and skills. Actively explores emerging HR technologies, AI tools, and automation strategies.

Problem Solving - Develops alternative solutions. Gathers and analyzes information skillfully. Identifies problems in a timely manner. Resolves problems in early stages. Works well in group problem solving situations. Uses data and technology-driven insights to inform decision-making.

Teamwork - Balances team and individual responsibilities. Contributes to building a positive team spirit. Exhibits objectivity and openness to others' views. Gives and welcomes feedback. Puts success of team above own interests.

Digital Fluency – Comfortably navigates and integrates AI-driven platforms, automation tools, and data systems into daily workflows to enhance efficiency and impact.

Education/Experience:

Required:

• Bachelor’s degree in Human Resources, Business Administration, or a related field.
• 5+ years of progressive experience in Human Resources, including direct ownership of payroll, full-cycle recruitment, and HR operations.
• Proven experience managing core HR programs such as performance reviews, policy development, compliance, and employee lifecycle processes.
• Strong working knowledge of U.S. labor, employment, and wage laws (e.g., FLSA, FMLA, ADA, EEOC), with ability to interpret and apply regulations confidently.
• Experience working in a SaaS, tech, or high-growth environment, ideally within a scaling company of 100–200 employees.
• Demonstrated ability to manage multiple priorities, build scalable processes, and operate autonomously in a fast-paced setting.
• Exceptional attention to detail, organizational, time management, and problem-solving skills.
• Excellent interpersonal, written, and verbal communication skills with a high degree of professionalism and confidentiality.
• Proficiency with HRIS and payroll platforms as well as ATS systems (e.g., Rippling)
• Experience implementing or optimizing HR technology solutions, including AI-powered tools and automated workflows.
• Experience supporting fully remote/distributed workforces across multiple states
• Familiarity with AI and automation platforms for recruiting, performance management, or employee engagement.

Preferred:

• Professional HR certification (PHR, SHRM-CP, or equivalent).

Supervisory Responsibilities: This position does not have supervisory responsibilities.

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 While performing the duties of this job, the employee is regularly required to sit at a desk and work on a computer for prolonged periods.

The above job description is not intended to be an all-inclusive list of duties and standards of the position.  Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.