Office Administrator
About The Position
The Office Administrator is responsible for managing the daily administrative operations of the clinic, ensuring efficiency, compliance, and exceptional patient service. This role oversees scheduling, financial processes, and administrative staff while maintaining a professional and welcoming environment for patients and team members. The manager will also support workflow coordination and assist the owner with scheduling and operational support to maintain optimal clinic performance. Position requires travel between clinic locations (currently Sherman Oaks and Pasadena).
Requirements
- Associate’s or Bachelor’s degree in Healthcare Administration, Business, or related field (preferred)
- 3–5 years of office management experience, preferably in healthcare
- Knowledge of medical terminology, billing, and insurance processes preferred
- Strong leadership, organizational, and communication skills
- Excellent multitasking and problem-solving abilities
- Accurate data entry and attention to detail
- Proficiency with Mac computers and Google Workspace (Docs, Sheets, Slides)
- Experience with EHR or practice management software
- Ability to maintain professionalism and confidentiality with sensitive information
Nice To Haves
- CPR certification for Healthcare Workers
Responsibilities
- Oversee daily office operations and ensure adherence to policies and procedures
- Maintain patient records and ensure HIPAA compliance
- Develop and implement systems to improve office efficiency and workflow
- Maintain a clean, organized, and professional office environment
- Manage office expenses and assist with budgeting
- Oversee billing, coding, and insurance claims processes
- Coordinate financial tracking with the accounting department
- Manage patient billing inquiries and payment processing
- Ensure a high level of professionalism and patient care
- Resolve patient concerns and support efficient check-in and check-out procedures
- Maintain strong communication with patients regarding scheduling and services
- Manage clinical staff schedules to optimize patient flow
- Ensure adherence to scheduling protocols
- Coordinate with vendors and service providers
- Ensure compliance with HIPAA and healthcare regulations
- Conduct periodic audits and implement corrective actions as necessary
- Provide documentation, filing, and administrative reporting support
- Assist therapists with trained modalities or rehabilitation assistant tasks when needed
- Maintain office supply inventory and coordinate vendor orders
- Assist with clinic events, projects, and operational initiatives
- Report safety concerns or incidents promptly
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
Number of Employees
1-10 employees
