Office Administrator
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THE PILATES PT PHYSICAL THERAPY, INC.
Pasadena, CA, US
Summary
The Office Administrator manages daily clinic operations, including scheduling, financial processes, and ensuring HIPAA compliance. They also provide administrative support to the team and maintain a professional environment for patients across multiple locations.
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 (Sherman Oaks, Beverly Hills, and Pasadena).
Key Responsibilities
Office Duties
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Oversee daily office operations and ensure adherence to policies and procedures
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Maintain patient records and ensure HIPAA compliance
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Develop and implement systems to improve office efficiency and workflow
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Maintain a clean, organized, and professional office environment
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Manage patient billing inquiries and payment processing
Patient Relations & Customer Service
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Ensure a high level of professionalism and patient care
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Resolve patient concerns and support efficient check-in and check-out procedures
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Maintain strong communication with patients regarding scheduling and services
Scheduling & Coordination
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Manage clinical staff schedules to optimize patient flow
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Ensure adherence to scheduling protocols
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Coordinate with vendors and service providers
Compliance & Risk Management
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Ensure compliance with HIPAA and healthcare regulations
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Conduct periodic audits and implement corrective actions as necessary
Additional Support Duties
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Provide documentation, filing, and administrative reporting support
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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)
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Maintain office supply inventory and coordinate vendor orders
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Assist with clinic events, projects, and operational initiatives
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Report safety concerns or incidents promptly
Qualifications
Education & Experience
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Associate’s or Bachelor’s degree (preferred)
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3–5 years of office experience, preferably in healthcare
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Knowledge of medical terminology, billing, and insurance processes preferred
Skills & Competencies
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Strong leadership, organizational, and communication skills
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Excellent multitasking and problem-solving abilities
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Accurate data entry and attention to detail
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Proficiency with Mac computers and Google Workspace (Docs, Sheets, Slides)
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Experience with EHR or practice management software
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Ability to maintain professionalism and confidentiality with sensitive information
Preferred
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CPR certification for Healthcare Workers
Work Environment & Benefits
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Office-based position with regular patient and staff interaction
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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.
Compensation: $19.00 - $22.00 per hour
