Job Description

Job Description

Position Summary

We are seeking an Office Manager to oversee the day-to-day operations of our medical practice. This role ensures smooth practice management across billing, compliance, HR, and administrative functions. The Office Manager plays a critical role in maintaining financial accuracy, supporting staff performance, and ensuring the clinic operates to the highest industry and regulatory standards. This position is key to supporting our mission of delivering exceptional, integrated brain healthcare.

Key Responsibilities

• Supervise daily practice operations related to billing and finances, including charge reports, patient payments, claims disputes, and service fees.
• Act as the primary liaison with APMB for claims, remittance, records requests, and follow-up on missing charges.
• Oversee administrative staff hiring, training, scheduling, and performance reviews, including resolution of grievances and disputes.
• Develop and implement office policies and procedures (e.g., COVID protocol, insurance guidelines, clinical forms).
• Manage staff scheduling, time-off requests, and weekly staff/provider meetings.
• Ensure compliance with HIPAA, healthcare regulations, licensure, and malpractice/liability insurance requirements.
• Coordinate provider support, including documentation completion, licensure renewals, and absence coverage.
• Manage contracts, leases, warranties, and vendor relationships for medical devices, supplies, and IT systems.
• Oversee maintenance and office upkeep to ensure a safe and professional environment.
• Collaborate with physicians on business strategies, clinical program implementation, and new service feasibility.
• Ensure policies and practices align with government regulations and industry standards.

Required Qualifications

• Strong interpersonal and communication skills to collaborate with physicians, staff, and patients.
• Proficiency in electronic health record (EHR) systems, preferably Healthie.
• Competency with Excel, Google Drive, Adobe, and general IT troubleshooting.
• Proven experience with billing, accounting, and medical coding.
• Solid understanding of healthcare compliance, HIPAA, and industry best practices.
• Strong leadership, team management, and performance evaluation skills.

Preferred Qualifications

• Experience with clinical program implementation (workflows, legalities, feasibility).
• Knowledge of healthcare finance standards and financial analysis.

About Kaizen Brain Center

Kaizen Brain Center is a concierge neurocognitive clinic located in La Jolla, CA. We provide state-of-the-art, evidence-based care for individuals with psychiatric and neurological conditions, including Treatment-Resistant Depression (TRD), PTSD, Memory Disorders, Traumatic Brain Injury (TBI), and migraine-related cognitive and mood dysfunctions.

We combine cutting-edge science with a personalized care model to offer comprehensive evaluation and treatment in one convenient location.

Learn more:

Compensation & Benefits

The compensation for this position includes:

• Base Salary: $100,000 - $120,000 depending on experience & qualifications.
• Benefits: Medical, dental, vision, PTO, and additional benefits.

We reserve the right to modify benefit offerings at any time, in accordance with applicable laws.

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