Job Description

Job Description

Company Description

We are a small, boutique psychological assessment practice in West LA (with satellite locations) which generally staffs between 1 and 4 psychologists, including part-time interns. We have a small number of clients (children, teens, young adults). The assessments are intensive with one to two long client appointments per day. Most of our clients have mild to significant disabling conditions requiring detailed evaluations which are built through a defined process over 1 to 2 months. The current office manager is retiring, and she is available to train the new manager. The opening is for immediate hire.

Job Type: this is a full time (35-40 hours/week), salaried position with benefits. Most of the hours will be on-site, but some remote work can be approved. We have very light in-person client traffic.  Work hours are typically M-F 8:30a - 4:30p but can be flexible with advance notice. Overtime is rare and is voluntary.

Compensation: Wages range from $23-$28 per hour based on experience and qualifications. Annual raises and semiannual bonuses are available based on performance and company growth. Benefits include healthcare, eligibility for a retirement plan with matching funds, and paid holidays/time off/sick leave. Secured garage parking is paid.

Role Description

This is a full-time, on-site role for a Medical Office Manager located in West Los Angeles, CA (North of 10 FWY, West of 405 FWY).

The Medical Office Manager will focus on maintaining seamless communication with patients and staff to ensure a high service level and maintain consistent workflow.

The Medical Office Manager will oversee daily operations, ensuring an efficient and organized office environment and will typically be the only administrative staff member. Responsibilities include receptionist duties: phone intakes, greeting patients, receiving electronic records, patient correspondence, scheduling, overseeing patient records, coordinating with outside agencies and healthcare providers, and managing office and assessment supplies. The Office Manager will assist with coordination of agency contracts.

Our practice does not interact with insurance companies, so insurance skills are not required.

No financial/accounting activities (billing, collections, payroll, etc.) are expected of the Office Manager except for accepting some client payments (checks).

The office has on-site, covered garage parking and is very easy to access from the 10 FWY, 405 FWY or the train (Expo/Bundy). The building environment is relaxing and includes an atrium with mature trees and a waterfall/pond. It is an easy walk to Sawtelle Japantown, Stoner Avenue Park, and numerous restaurants.

Qualifications

• Previous experience in Medical Office Management and a strong understanding of administrative processes in a healthcare setting
• Excellent oral and written communication skills
• A strong sense of ethics including strict attention to client privacy laws & regulations
• A self-starter who can work effectively without direct supervision
• Excellent customer service skills to effectively interact with patients, healthcare professionals, and staff
• Strong computer skills, including proficiency MicroSoft 365 (Word, Outlook), Zoom meetings, Adobe (PDFs, AdobeSign), Google Calendar, and Dropbox
• Ability to consistently project an attitude of calm, caring support toward clients, including over the phone
• Ability to handle receptionist duties effectively, including detailed scheduling, multi-channel correspondence, and phone etiquette
• Basic understanding of psychological and educational terminology and processes
• Proficiency in time management, problem-solving, and organization with an ability to manage multiple client deadlines
• Duties also include some filing, ordering of materials/supplies, and management of water delivery and coffee service
• Prior experience in an educational or mental health environment is preferred
• High School graduation at a minimum. Associate’s or Bachelor's degree in healthcare administration, business administration, or a related field is a plus. 

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