Assistant Practice Manager Jobs in Pasadena, CA (NOW HIRING)

The Practice Manager is responsible for the overall administrative, operational, financial, and personnel management of the medical practice. This leadership role ensures the delivery of exceptional patient care through efficient practice operations, effective team management, regulatory compliance, and continuous process improvement. The Practice Manager serves as a key liaison between providers, staff, patients, and executive leadership while fostering a culture of accountability, service excellence, and operational efficiency.

The ideal candidate is a highly organized healthcare leader with strong business acumen, excellent communication skills, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Essential Duties and Responsibilities

Operational Leadership

• Oversee daily operations of the medical practice to ensure efficient workflow and exceptional patient experiences.
• Develop, implement, and maintain operational policies, procedures, and best practices.
• Monitor clinic performance metrics and identify opportunities for improvement.
• Ensure appropriate staffing levels to support patient volume and operational needs.
• Coordinate facility operations, vendor relationships, and equipment maintenance.

Staff Management and Development

• Recruit, hire, onboard, train, and supervise administrative and clinical support staff.
• Conduct performance evaluations and provide ongoing coaching and professional development.
• Foster a positive, collaborative, and patient-centered work environment.
• Manage employee schedules, attendance, productivity, and performance expectations.
• Address employee concerns and facilitate conflict resolution when necessary.

Financial Management

• Assist in developing and managing practice budgets and financial goals.
• Monitor revenue cycle performance, including scheduling, patient registration, billing, collections, and reimbursement processes.
• Analyze financial reports and key performance indicators to drive operational improvements.
• Manage expenses and identify opportunities to improve profitability and operational efficiency.
• Ensure accurate reporting and documentation of financial activities.

Patient Experience and Service Excellence

• Promote a culture focused on delivering outstanding patient care and customer service.
• Address patient concerns, complaints, and service recovery opportunities in a timely and professional manner.
• Monitor patient satisfaction metrics and implement improvement initiatives.
• Ensure efficient scheduling processes and patient flow throughout the practice.

Compliance and Risk Management

• Ensure compliance with all federal, state, and local healthcare regulations.
• Maintain compliance with HIPAA, OSHA, Medicare, Medicaid, and other applicable healthcare standards.
• Implement and monitor policies related to patient privacy, safety, and regulatory requirements.
• Support accreditation, quality assurance, and audit activities as needed.
• Maintain accurate records and documentation in accordance with legal and regulatory standards.

Strategic Planning and Growth

• Collaborate with providers and executive leadership to achieve organizational goals.
• Support growth initiatives, new service lines, and operational expansion opportunities.
• Analyze operational data and develop recommendations to improve efficiency, quality, and patient outcomes.
• Participate in strategic planning, forecasting, and business development efforts.

Clinical Research and Specialty Service Support

• Support operational needs for clinical research programs, infusion services, regenerative medicine, and specialty healthcare offerings.
• Coordinate with department leaders to ensure compliance with research protocols and operational requirements.
• Assist in implementing workflows that support multidisciplinary patient care models.

Education

• Bachelor's degree in Healthcare Administration, Business Administration, Healthcare Management, or a related field required.
• Master's degree preferred.

Experience

• Minimum of 5 years of progressive healthcare management experience required.
• Experience managing a physician practice, outpatient clinic, or multi-specialty healthcare environment preferred.
• Experience with rheumatology, infusion services, clinical research, chiropractic, integrative medicine, or specialty healthcare practices is highly desirable.

Knowledge, Skills, and Abilities

• Strong knowledge of healthcare operations, medical practice management, and revenue cycle processes.
• Thorough understanding of healthcare regulations, HIPAA, OSHA, and compliance requirements.
• Excellent leadership, interpersonal, and team-building skills.
• Strong financial and analytical abilities.
• Exceptional organizational and problem-solving skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Proficiency with Electronic Medical Records (EMR/EHR) systems and Microsoft Office applications.
• Excellent written and verbal communication skills.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Ability to work in a fast-paced healthcare environment.

Work Environment

This position operates primarily within a medical office and outpatient healthcare setting. The Practice Manager may interact with patients, providers, clinical staff, administrative personnel, vendors, and external stakeholders on a daily basis.

Benefits

• Competitive salary
• Medical, dental, and vision insurance
• Paid time off and holidays
• 401(k) retirement plan
• Professional development opportunities
• Employee wellness programs

Equal Opportunity Employer

The organization is an Equal Opportunity Employer and is committed to creating an inclusive environment for all employees.