Clinic Operations & Patient Services Lead

Fusion Wellness & Femina Physical Therapy; Pasadena (CA); On-site; USD 48,000 - 72,000; Full time

Job summary

Fusion Wellness & Femina Physical Therapy is a patient-centered healthcare practice seeking an organized Office Administrator to oversee daily operations across clinics. The role includes scheduling, billing, and staff coordination to support the owner and maintain optimal clinic performance.

Position requires travel between Sherman Oaks, Beverly Hills, and Pasadena locations and involves assisting physical therapists with non-clinical tasks while ensuring HIPAA compliance and patient

Qualifications

• Associate’s or Bachelor’s degree preferred.
• 3–5 years of office 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.

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 patient billing inquiries and payment processing.
• 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.
• Conduct periodic audits and implement corrective actions as necessary.
• Provide documentation, filing, and administrative reporting support.
• Assist with non-clinical tasks such as preparing cold-packs, modality use and Normatec boots (requires physical ability to lift 50 lbs).
• Maintain office supply inventory and coordinate vendor orders.
• Assist with clinic events, projects, and operational initiatives.
• Report safety concerns or incidents promptly.

Skills

Leadership

Organizational skills

Communication

Attention to detail

Data entry

Education

Associate’s or Bachelor’s degree

Tools

EHR software

Practice management software

Google Workspace

Mac OS

Job description

Fusion Wellness & Femina Physical Therapy is a patient-centered healthcare practice seeking an organized Office Administrator to oversee daily operations across clinics. The role includes scheduling, billing, and staff coordination to support the owner and maintain optimal clinic performance.

Position requires travel between Sherman Oaks, Beverly Hills, and Pasadena locations and involves assisting physical therapists with non-clinical tasks while ensuring HIPAA compliance and patient