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Interdisciplinary Therapy Office Manager Job in Los Angeles, California

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Job Title: Interdisciplinary Therapy Office Manager

Employer:ITS Integrated Therapy Solutions
Skills:Billing,coding,office management
Specialties:Speech Therapy, Occupational Therapy, Physical Therapy, Educational Programs
Required Certifications:CMA
Required Experience:5 to 7 years
Location: Los Angeles 90250, CA, US
Date Posted:10/1/2019

Integrated Therapy Solutions is a thriving, established and expanding private therapy practice serving the South Bay and West Los Angeles areas for over 15 years. We provide comprehensive rehabilitation, habilitation, educational programs and wellness to a diverse pediatric clientele and the occasional adult.

We are a highly passionate and skilled interdisciplinary team seeking a dynamic, talented, and fun Manager to join our family. The ITS team is passionate about what we do both in the clinic and in the community to fulfill our mission of 'putting development back on track to achieve a fulfilling life for all our clients'.

The Operations Manager supports all company operations from the back office to the front office by maintaining office systems, supervising staff, administration, training, communication, and workflow.

We are rebuilding our office after a move and there will be a variety of hats that you will wear:

  • Patient Services Management
  • Benefits Services Management
  • Must help to define and support all duties from the front office to floor staff, to billing and additional services.

This position solves problems on the fly, implements changes in policies, fixes minor/major problems and maintains positive and motivational office morale.

Daily Duties:

  • Keep Owner and Managers in the loop for progress on tasks and important details.
  • Create and maintain a working knowledge of our EMR system
  • Create and maintain a working knowledge of how scheduling works in our environment.
  • Engage and support staff in problem solving and improvement as needed.
  • Act as a role model in providing premium customer service.
  • Answer phones and assist prospective patients with their questions and convert calls into scheduled appointments.
  • Reach out to potential referring doctors in the area via phone call or visit to build an active referral network
  • Keeping our Social Media and Website marketing going
  • Track the effectiveness of building the referral network
  • Raise awareness in the local community about our business through events, sponsorship, local talks to relevant audiences, etc.

Weekly Duties:

  • Attending weekly marketing meetings.
  • Planning and organizing marketing/office events as needed.
  • Tracking promotions for effectiveness and creating solutions for better results.
  • Understand the integration of systems
  • Track trends for future promotions and staff scheduling.
  • Update doctors/providers and staff on changes when relevant.
  • Organize business and staff meetings.
  • Oversee office flow and functionality.
  • Review missed payments and create invoices as needed.

Monthly Duties:

  • Payroll bi-monthly.
  • Tracking income for services.
  • Tracking the therapist’s financial reports.
  • Coordinating maintenance repairs as needed.
  • Organizing and coordinating student internship schedules with doctor’s schedules.
  • Maintain office staff by recruiting, selecting, orienting and training employees.
  • Create and coordinate staff schedules with the assistance of other managers.
  • Approve/Deny staffing PTO and time-off requests.
  • Maintain and update staff files.
  • Ensure compliance with organization and state procedures and regulations.
  • Effectively utilize personnel, materials, space, and equipment.

General Job Duties:

  • Organizing office operations and procedures.
  • Must be proficient in Microsoft Excel.
  • Must have experience with insurance billing and coding
  • Experience with software development/management.
  • Maintain working knowledge of the internal master tracker system.
  • Reviewing, approving, supplies.
  • Maintains office efficiency by planning, implementing and maintaining office systems.
  • Design, implement and/or maintain office policies. Establish standards and procedures. Measure results against standards and make necessary adjustments
  • Maintain open communication with other managers.
  • Keep management and owner informed by reviewing and analyzing reports.
  • Summarize information to highlight results.
  • Track trends of services, schedules, promotions, and plan for future ease.
  • Maintains office staff by recruiting, selecting, orienting and training employees.
  • Maintain office staff job results by coaching, counseling and disciplining employees.
  • Plan, monitor and appraise job results.
  • Maintain professional and working knowledge of all services and pricing.
  • Conduct customer service training and maintain awareness of the service that the staff are providing to patients.
  • Contributes to team effort as needed.
  • Create and implement patient referal and retention programs.


  • Proficient in Microsoft Suite applications
  • Proficient in Google Suite applications
  • Well organized with great attention to detail and accuracy
  • Professional, friendly manner and professional appearance
  • Ability to perform effectively in stressful situations and willing to adapt and initiate appropriate changes
  • Must have prior healthcare experience.
  • Must have experience supervising or managing staff.

Skills and Personality Characteristics:

  • You are an entrepreneur and you are looking for more than a job. You are looking for an opportunity where you can step into a new business and unstructured environment and help lead to the growth of the business.
  • Must be a self-starter and build a roadmap for yourself and the team and then execute on the plan.
  • You are a marketer and promoter at heart.
  • You are outgoing and assertive.
  • You are thorough and diligent and care deeply about patient success.
  • You have a passion for the customer experience and are deliberate in helping to create a special and unique customer experience.
  • You are a leader of a team and not the boss of employees.
  • Supply management
  • Tracking budget
  • Delegation of tasks
  • Staffing
  • Managerial process
  • Developing Standards
  • Promoting Process Improvement
  • Full-Time
  • Possible weekends and/or evening availability as needed.

Compensation is a Base Salary plus Bonus according to performance.


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