Office Administrator

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 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, proactiveOffice Administrationto 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 (Sherman Oaks, Beverly Hills, and Pasadena).

Key Responsibilities

Office Duties

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

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 physical therapists with non-clinical tasks such as preparing cold-packs for patients, modality use and Normatec vasopneumatic compression recovery 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

Qualifications

Education & Experience

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

Preferred

CPR certification for Healthcare Workers

Office-based position with regular patient and staff interaction

May require occasional evening or weekend hours