Job Description

Job Description

Practice Manager

Location: In Person/Hybrid – Newport Beach, CA

Type: Part-time to start

Reports to: CEO

Supports: CEO, Chief Medical Officer, Clinical & Administrative Staff

Role Overview

We are seeking a highly organized, systems-minded, and detail-obsessed Practice Manager to oversee the day-to-day administrative and operational functions of our growing healthcare practice. This role is ideal for someone who loves administration, thrives on structure, and takes pride in building, maintaining, and improving systems.

The Practice Manager will serve as the operational and administrative backbone of the clinic—ensuring smooth workflows, strong documentation, reliable processes, and excellent internal coordination. This is a hybrid role based in Newport Beach.

• Open and close the center when working, responsible for overseeing the center operations 
• Support a positive culture through team building activities and various events
• Point of contact for referrals and referral systems
• Coordinate day-to-day operational tasks to ensure smooth functioning
• Support onboarding/offboarding of contractors and clinicians
• Assist with credentialing paperwork and BH contracting documentation
• Track client progress, scheduling gaps, and follow-ups
• Support billing when needed and work with biller on billing issues
• Monitor authorizations and assist with renewals (CalOptima BH, CalVCB, RC, etc.)

• Manage scheduling for clients, practitioners, and CEO
• Handle intake forms, consent forms, and client documentation
• Ensure all client files and records are complete and compliant
• Oversee email communication, follow-ups, and reminders
• Prepare and organize documents, reports, and templates
• Maintain digital organization across platforms (Dropbox, JotForm, RingCentral, etc.)
• Knowledge of HIPAA, PHI handling, and confidentiality standards
• Ability to maintain compliance with payer, documentation, and audit requirements

• Serve as first point of contact for client questions
• Communicate with practitioners to ensure documentation compliance
• Support clinicians with administrative tasks to reduce burden

• Manage CRM/workflow tools (MindBody, Tebra, HubSpot, Clockify, etc.)
• Update and maintain internal systems, spreadsheets, and dashboards
• Troubleshoot basic platform-related issues as needed

• Assist the CEO with operational priorities
• Build SOPs, checklists, and structures to create efficiency
• Support transitions between programs and funding streams

• 4+ years experience in administrative, operations, or coordinator roles
• Healthcare, wellness, mental health, or nonprofit experience strongly preferred
• Exceptional organization and attention to detail
• Excellent communication skills
• Ability to multitask and follow through consistently
• Strong digital/tech competency
• Self-starter with strong initiative
• Warm, professional, and grounded presence

• Highly organized and loves structure
• Calm under pressure
• Solutions-oriented and proactive
• Protects CEO time by anticipating needs
• Comfortable working independently
• Trauma-informed communication style
• Values holistic and integrative care

• Part-time to start (approx. 20-25 hours/week)

• Potential to grow to full-time as the company expands

$24–$32/hr, depending on experience. Rate may increase as systems stabilize and responsibility expands.

Please send your resume and a brief statement about why you’re a strong fit to: erica@poppylifecare.org

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