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.