Office Administrator

About Us Fusion Wellness & Femina Physical Therapy is a patient-centered healthcare practice dedicated to providing high-quality, compassionate care. Our team focuses on improving patient wellness through specialized therapy services and personalized treatment plans. We are seeking an organized, proactive Office Administration to oversee daily operations and support our growing team. Position Summary 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). Key Responsibilities Office & Administrative Management 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 Financial & Billing Oversight 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 Patient Relations & Customer Service 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 Scheduling & Coordination Manage clinical staff schedules to optimize patient flow Ensure adherence to scheduling protocols Coordinate with vendors and service providers Compliance & Risk Management Ensure compliance with HIPAA and healthcare regulations Conduct periodic audits and implement corrective actions as necessary Additional Support Duties 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 Qualifications Education & Experience 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 Skills & Competencies 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 Preferred CPR certification for Healthcare Workers Work Environment & Benefits Office-based position with regular patient and staff interaction May require occasional evening or weekend hours How to Apply Please submit your resume and a brief cover letter outlining your experience and interest in the role. #J-18808-Ljbffr Fusion Wellness & Femina Physical Therapy