Office Manager: Multi-Site Rheumatology

Location: Encino, CA; onsite, with travel to our Los Angeles or North Hollywood locations as needed Reports To: Director of Practice Operations Direct Reports: All Encino site staff below the physicians, including front office, administrative, nursing, medical assistant, and imaging Position Type: Full-Time, Exempt Compensation: $70,000 to $110,000, based on experience Center for Rheumatology Location: Encino, CA; onsite, with travel to our Los Angeles or North Hollywood locations as needed Reports To: Director of Practice Operations Direct Reports: All Encino site staff below the physicians, including front office, administrative, nursing, medical assistant, and imaging Position Type: Full-Time, Exempt Compensation: $70,000 to $110,000, based on experience Position Overview The Center for Rheumatology is one of Southern California's leading rheumatology practices, combining a busy multi-site clinical operation with an active research program of more than 25 ongoing clinical trials in lupus, rheumatoid arthritis, psoriatic arthritis, and related conditions. We operate three Los Angeles area locations with approximately 40 staff and 11 providers, and we are growing through both new location launches and the acquisition of independent practices. We are hiring an Office Manager to run our Encino location. You lead everyone at the site other than the physicians, front office and clinical staff alike, and you are accountable for how the whole site performs: patient flow, staffing, treatment readiness, and whether physicians spend their day practicing medicine rather than chasing the things around it. Encino is our smallest site, and we are looking for someone ready to take on a second location as the practice grows. This is a working role. We are a 40-person practice, not a health system. On a short day you will check patients in or work a stuck authorization yourself. What sets this seat apart is what happens next: you find out why the day broke, fix the cause, and make sure it does not happen again. We move quickly and run lean. The person closest to a problem is the one expected to solve it, and there is rarely a committee in between. Our CEO is a practicing rheumatologist who built this practice and still knows the operating detail at every site. The physicians here trust site leaders who fix things, and that trust is earned one fixed problem at a time. What Success Looks Like In The First Year Inside the first 60 days, you know Encino cold: the team, the workflows, where the day breaks down, and which fixes come first. The site runs on written procedures the team actually uses, and no critical task depends on a single person. Staff turnover is down, and you can explain why. No patient arrives for an infusion or injection without an approved authorization and the medication on hand. Patients leave with their next appointment booked, and you drive a regular review of the site scorecard. Encino's patient volume is growing, backed by relationships you have built with referring practices and community partners. Encino can run for a week without you. That is the test of readiness for a second site. Key Responsibilities Leading the Team Site leadership. Lead all site staff below the physicians. Set expectations, hold a regular cadence, coach, and address performance early and directly. Clinical staff. Lead nurses, medical assistants, and imaging staff on scheduling, coverage, performance, and development, partnering with the physicians on clinical standards and California scope of practice. Hiring and onboarding. Run hiring for site roles from requisition through offer, and onboard new staff to a written plan so they are productive in weeks rather than months. Retention. Own turnover at the site. Know why people stay and why they leave, and act on it. Employment practice. Keep the site compliant with California employment requirements: meal and rest periods, timekeeping, overtime, leave, and documentation. Running the Site Daily operations. Own patient flow from the first phone call through checkout, the daily huddle, staffing coverage, and the physical office. Schedule and capacity. Maintain provider schedule templates, manage the schedule against physician and infusion chair capacity, smooth out arrival clustering, and backfill cancellations and no-shows. Patient access and experience. Run call handling, callbacks, check-in, and follow‑up booking as measured functions with targets. Own complaints and service recovery, and elevate only what needs a physician or executive decision. Physician partnership. Be the operational partner to the physicians at your site. Protect their time and take administrative work off their plate. Treatment Readiness Prior authorization at the site. Make sure every authorization has an owner, a status, and a follow‑up date, and that handoffs between front office, back office, and clinical staff hold. Escalate anything at risk of delaying treatment. Infusion and biologic patients. Review upcoming patients on a set cadence so the authorization, the medication, and the chair are all in place before the patient arrives. Supply and inventory. Execute CFR's receiving, counting, and storage standards at your site, in partnership with our Supply Chain and Procurement Manager, who owns purchasing and vendors. Compliance, Numbers, and Systems Compliance. Keep the site compliant with federal and California requirements, including the Health Insurance Portability and Accountability Act (HIPAA), Occupational Safety and Health Administration (OSHA) standards, and Clinical Laboratory Improvement Amendments (CLIA) requirements for the laboratory. Keep personnel, licensure, and training files ready for inspection. Scorecard and budget. Own the site scorecard, including wait times, schedule utilization, call answer rates, authorization turnaround, follow‑up booking, and turnover, and manage the site's labor and operating spend within budget. Systems. Be the site's power user for the electronic health record (EHR), practice management system, and patient portal. Train staff and move patient‑facing work into the portal instead of onto the phones. Growth Community and referral partners. Build relationships with referring physicians, local practices, and community organizations, and support the practice's marketing work for your site. Encino has room to grow, and you will be part of growing it. Beyond Encino. Contribute to the standards CFR uses across sites, new locations, and acquired practices. As the practice grows, this role is expected to take on leadership of a second location. Qualifications & Experience Required 5+ years in physician practice or outpatient operations , including at least 3 years as an Office Manager, Practice Manager, Clinic Manager, or equivalent , personally accountable for a site: staffing, schedules, patient flow, and the problems that walk in the door. Direct leadership of both administrative and clinical staff, with real ownership of hiring, performance management, and termination. A track record of stabilizing a team or reducing turnover, with a specific account of what you did. Hands‑on knowledge of prior authorization and how it affects treatment scheduling. Advanced user of an EHR and practice management system, able to train others. Working knowledge of HIPAA, OSHA, and California employment practice as it applies to a clinical workplace. You drive accountability with data: you set targets with your team, track them on a scorecard, hold people to them, and own the result when the numbers slip. Onsite five days a week in Encino, with reliable transportation for travel between our locations. Strongly preferred Specialty practice background where prior authorization, infusion, or in‑office drug administration is central: rheumatology, oncology, gastroenterology, neurology, dermatology, allergy and immunology. Responsibility for more than one site at the same time, whether permanent or interim. Oversight of in‑office ancillary services: infusion, laboratory, or imaging. Nice to have Bilingual English and Spanish. Bachelor's degree in healthcare administration, business, or a related field. Equivalent practical experience is also considered. Certified Medical Practice Executive (CMPE) or a comparable practice management credential. Experience being part of a new site opening or a practice acquisition. This may not be the right fit if Your experience is mostly running a front desk or a billing team. This seat leads a whole site, clinical staff included, and is measured on how that site performs. You want one office that runs the same way every year. This role will grow and change as the practice does. Additional Details Travel: Based onsite in Encino, with travel to our Los Angeles or North Hollywood locations as needed. Benefits: Health, dental and vision insurance, paid time off and paid sick leave, retirement plan The Center for Rheumatology is an equal opportunity employer and considers qualified applicants with criminal histories in accordance with the Los Angeles Fair Chance Ordinance and the California Fair Chance Act. #J-18808-Ljbffr Center For Rheumatology