Office Manager

NEW U THERAPY CENTER & FAMILY SERVICES; Santa Clarita (CA); On-site; USD 63,000 - 77,000; Full time

Benefits offered by this job

Health Insurance

Dental & Vision Insurance

Life Insurance

401K

Paid vacation and sick time

Holidays

Job summary

New U Therapy Center & Family Services in Valencia, CA is seeking an organized Office Manager to oversee scheduling, patient and insurance coordination, and daily operations at our Valencia office. The role includes verifying insurance eligibility, maintaining the EHR, handling front desk duties, and supporting clinicians and staff with a welcoming patient experience.

We offer comprehensive benefits including health and dental coverage, 401K with matching, paid vacation and holidays, and

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 experience learning and using new technologies, software, and systems, and the ability to troubleshoot basic technical issues and adapt to new tools and platforms.

Responsibilities

• Manage scheduling for appointments and calendars; adjust for cancellations or new patient needs.
• Verify and maintain patient insurance information; communicate financial responsibilities to patients/guarantors.
• Review patient intake forms for completeness; maintain records in the EHR; coordinate patient record requests per regulations.
• Serve as primary contact for patients via phone, email, and in person; ensure a welcoming front-desk experience.
• Collaborate with billing to apply and reconcile copay charges and support financial documentation.
• Process administrative emails, mail, and patient record requests; route to appropriate departments.

Skills

Healthcare office management

Scheduling

Insurance eligibility verification

Tech savvy

Tools

EHR platform

Job description

Join Our Growing Team at New U Therapy Center & Family Services!

New U Therapy Center & Family Services is a well-established multidisciplinary mental health practice with locations in Valencia, Torrance, and Westlake Village. We are passionate about providing high-quality, compassionate care to our local communities and are committed to supporting the mental health and well-being of the individuals and families we serve. Our practice offers a comprehensive range of mental health services, including psychiatric services, individual and family therapy, and functional psychiatry, allowing us to provide personalized and collaborative care based on each client’s unique needs.

We are seeking a highly organized, detail-oriented, and service-driven Office Manager to join our Valencia office. We are passionate about providing high-quality care to our community, and this role is essential in ensuring smooth daily operations, strong communication, and an exceptional patient and staff experience.

Why Join Us?

• A Well-Established Local Practice: Be part of a respected mental health organization with a strong reputation for quality care and community impact
• Supportive & Collaborative Environment: Work closely with clinicians, staff, and leadership in a team-oriented setting that values communication and support
• Meaningful Impact: Play a key role in supporting clinicians and enhancing the patient experience through efficient, organized office operations
• Stability & Growth: Be part of a growing organization offering long-term stability and opportunities for professional development and career advancement

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
• 401K 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: $70,304 annually

Work Location: Valencia, CA: 25000 Avenue Stanford, Suite 167 Valencia, CA 91355; In-Person

Expected hours: Exempt Position, Regular office hours 9-6 M-F

Core Values:

If you’re passionate about making a difference and eager to grow in a supportive and dynamic environment, we’d love to hear from you!

New U Therapy Center & Family Services is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.