Office Manager

New U Therapy Center & Family Services, Inc.; California (MO); On-site; USD 63,273 - 77,334; Full time

Job summary

New U Therapy Center & Family Services, Inc. in Valencia, CA is seeking an Office Manager to ensure smooth daily operations, manage scheduling, patient interactions, and front-desk services.

You will coordinate with clinicians, verify insurance eligibility, maintain EHR records, and support billing with accurate documentation. This in-house role offers full-time hours, comprehensive benefits, and a collaborative team focused on quality patient care.

Qualifications

• Must have experience in healthcare office management.
• Must have experience in scheduling.
• Must have experience in eligibility checking and verifying insurances.
• Must be tech savvy, with ability to learn new technologies, software, and systems.

Responsibilities

• Schedule and coordinate appointments for providers and patients.
• Verify and communicate patient insurance information, eligibility, and authorizations.
• Review intake forms for completeness and compliance; maintain EHR records.
• Serve as primary contact for patients and provide professional, welcoming front desk service.
• Collaborate with billing to apply and reconcile copay charges and support accurate financial documentation.
• Process administrative emails, mail, and patient record requests with accurate routing.
• Maintain an organized office, coordinate maintenance, supplies, and safety standards.
• Monitor office equipment, inventory, and expiration dates; manage ordering.
• Coordinate room schedules and assist HR/Marketing with team events and communications.
• Provide general administrative and front desk support for non-clinical tasks.

Skills

Scheduling

Insurance eligibility

EHR systems

Front desk support

Customer service

Office operations

Tech troubleshooting

Tools

EHR platform

Billing software

Job description

About the Role

We are seeking a highly organized, detail-oriented, and service-driven Office Manager to join our Torrance office. This role is essential in ensuring smooth daily operations, strong communication, and an exceptional patient and staff experience.

What You’ll Do:

• Scheduling and Appointment Coordination: Manage scheduling for new and follow-up appointments, maintain accurate clinician calendars, and promptly adjust schedules for cancellations, rescheduling, or new patient needs.
• Patient and Insurance Management: Verify and maintain accurate patient insurance information, confirm eligibility and authorizations, and clearly communicate financial responsibilities to patients or guarantors.
• Documentation and Compliance: Review patient intake forms for completeness and compliance, maintain accurate records in the EHR system, and coordinate patient record requests in accordance with regulations.
• Patient Communication and Customer Service: Serve as a primary point of contact for patients, responding to inquiries via phone, email, and in person, addressing concerns professionally, and ensuring a welcoming front‑desk experience.
• Record Keeping and Financial Support: Collaborate with billing to apply and reconcile daily copay charges and support accurate financial documentation.
• Email and Mail Management: Process administrative emails, mail, and patient record requests promptly, ensuring accurate same‑day routing to appropriate departments or providers.
• Office Maintenance and Operations: Maintain a clean, organized, and welcoming office environment; coordinate maintenance, repairs, and office supplies; and ensure safety and cleanliness standards are met.
• Building, Equipment, and Inventory Management: Monitor office equipment and security, manage inventory and ordering of supplies, and track expiration dates to ensure uninterrupted operations.
• Office Scheduling and Budget Support: Coordinate room schedules for clinicians and staff, and work with finance to track office expenses, inventory, and budget usage.
• Staff Coordination and Office Culture: Act as a liaison between clinicians, staff, and patients, support communication of policies and updates, and assist with team‑building activities and office events in collaboration with HR and Marketing.
• Administrative and Front Desk Support: Provide general administrative and front desk support, including patient check‑ins, paperwork preparation, and assistance with non‑clinical tasks.

What You’ll Need:

• Must have experience in healthcare office management.
• Must have experience in scheduling.
• Must have experience in eligibility checking and verifying insurances.
• Must be tech savvy, with experience learning and using new technologies, software, and systems, and the ability to troubleshoot basic technical issues and adapt to new tools and platforms.

What We Offer:

• 100% Health Insurance and 75% Dental and Vision Insurance for employee coverage only.
• Company Life Insurance Coverage.
• 401(k) with up to 3% matching to help secure your financial future.
• Paid two weeks vacation and 40 hours sick time to promote work‑life balance.
• Six paid holidays per year.
• A collaborative, team‑oriented work culture that fosters professional growth.
• Fully equipped, comfortable office space in Westlake Village.
• Access to an electronic health record platform for seamless documentation.
• Annual team‑building and corporate in‑person events.
• Monthly culture‑building activities such as company lunches.
• Competitive compensation.

Rates & Work Location

Annual salary: $70,304. Work location: 25000 Avenue Stanford, Suite 167, Valencia, CA 91355 (in‑person). Expected hours: Exempt position, regular office hours 9‑6 M‑F.

Core Values

We celebrate diversity and are committed to creating an inclusive environment for all employees.

New U Therapy Center & Family Services is an equal opportunity employer.