Administrative Manager- Pleasanton, CA

Proficio Therapy Services•Pleasanton, CA

3d•$80,000 - $82,400

About The Position

The Administrative Manager oversees administrative operations at assigned pediatric therapy clinics, ensuring efficient scheduling, patient access, strong customer service, and consistent operational standards. The role leads administrative teams, including Front Desk staff and designated coordinators, and works with Clinic Managers and clinical leadership to support clinic performance and growth. The manager oversees staff coverage, performance, onboarding, and training; establishes workflows; manages scheduling and clinic capacity; and oversees referral processing, intake, evaluations, insurance verification, authorizations, documentation, and patient follow-up. The role also supervises front desk and insurance-related administrative operations, monitors operational reports and quality measures, supports facility readiness and client relations, and travels to assigned clinic locations as required. Duties may be modified to respond to client and operational needs.

Requirements

Minimum of three years of healthcare administrative leadership experience.
Experience supervising administrative staff.
Experience with scheduling, insurance authorization, patient intake, and operational reporting.
Strong leadership and personnel management skills.
Excellent organizational and project management abilities.
Exceptional written and verbal communication skills.
Ability to prioritize multiple projects in a fast-paced environment.
Strong analytical and problem-solving skills.
Proficiency with Microsoft Office, Google Workspace, Salesforce, Prompt, Gusto, and electronic medical record systems.
Ability to analyze operational data and develop workflow improvements.
Ability to work independently and collaborate effectively with multidisciplinary teams.
Commitment to exceptional customer service and continuous quality improvement.

Nice To Haves

Bachelor’s degree in healthcare administration, Business Administration, Management, or a related field.
Pediatric therapy, outpatient rehabilitation, or healthcare management experience.

Responsibilities

Supervise, coach, and support Front Desk Associates, Intake Coordinators, Patient Care Coordinators, and other assigned administrative staff.
Oversee administrative staffing and coverage, performance evaluations, onboarding, and ongoing training.
Establish consistent administrative workflows and promote communication across clinic teams.
Collaborate with leadership on process improvements, policies, and operational initiatives.
Oversee scheduling to maximize therapist productivity, appointment availability, and clinic capacity.
Monitor caseloads, waitlists, attendance, cancellations, and provider availability.
Coordinate scheduling coverage for therapist absences, schedule changes, and patient transitions.
Conduct scheduling and capacity reviews with Clinic Managers and address operational challenges.
Oversee referral processing, patient intake, evaluations, insurance verification, authorizations, and ongoing scheduling.
Ensure timely patient onboarding, accurate documentation, and appropriate follow-up throughout the patient journey.
Monitor referral-to-evaluation timelines and identify barriers to patient access and continuity of care.
Coordinate effectively among Intake, Scheduling, Clinical, Billing, and Authorization teams.
Oversee daily Front Desk operations, including appointment scheduling, phone and email communication, and patient reception.
Monitor insurance eligibility, authorization requirements, referrals, and related administrative documentation.
Ensure accurate and timely updates in Prompt, Salesforce, and other operational platforms.
Support billing-related administrative workflows and resolve insurance or documentation concerns with appropriate teams.
Prepare and review operational reports on scheduling, therapist utilization, attendance, referrals, waitlists, and lead conversion.
Monitor administrative performance metrics and identify opportunities to improve efficiency.
Audit administrative workflows, patient communications, documentation, and customer service standards; provide feedback, corrective guidance, and training as needed.
Oversee administrative aspects of clinic operations, including staffing coverage, supplies, inventory, maintenance requests, and facility readiness.
Address patient and family concerns, coordinating with Clinic Managers and clinical leadership when necessary.
Support patient retention by identifying service barriers and coordinating follow-up with families and providers.
Assist with clinic events, community outreach, and special operational projects as assigned.
Travel to assigned clinic locations as required to support operational needs.