Office Administrator

Fusion Wellness & Femina Physical Therapy; Los Angeles (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

A healthcare practice in Los Angeles is seeking an organized and proactive Office Administrator. You will manage daily operations, oversee scheduling and financial processes, and maintain a welcoming environment for patients and staff. Ideal candidates will have a degree in healthcare administration or business and 3–5 years of experience in office management, preferably within the healthcare sector. Strong leadership and communication skills are essential for success in this role, along with familiarity with EHR or practice management software.

Qualifications

• 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.

Responsibilities

• Oversee daily office operations and ensure adherence to policies and procedures.
• Manage office expenses and assist with budgeting.
• Ensure a high level of professionalism and patient care.
• Manage clinical staff schedules to optimize patient flow.

Skills

Strong leadership

Organizational skills

Communication skills

Multitasking

Problem-solving

Attention to detail

Proficiency with Mac computers

Proficiency in Google Workspace

Education

Associate’s or Bachelor’s degree in Healthcare Administration

3–5 years of office management experience

Tools

EHR or practice management software

Job description

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.