Practice Manager

Department: Holistic Health and Wellness Service - Orange County Clinic (Newport Beach) 

Reporting Structure: Reports to Admin Manager/Director of Operations

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Position Overview

Poppy Life Care is seeking a dedicated and dynamic Practice Manager to oversee the daily operations of our OC Center in Newport Beach. The ideal candidate will ensure the smooth functioning of the center, manage administrative and operational tasks, and lead our team in delivering exceptional wellness services, day-to-day operations that include answering phone/email/texts, scheduling appointments, and submitting referrals/re-authorizations. This is an in-person position that requires strong leadership, organizational, and interpersonal skills.

Key Responsibilities

Operations Management:

• Oversee day-to-day operations of the Newport Beach center, ensuring efficiency and compliance with organizational policies.

• Manage scheduling for practitioners, support staff, and client appointments.

• Ensure the center is well-maintained and fully stocked with necessary supplies and equipment.

• Open/Close center protocols.

• Ensure all clinical notes, codes, authorizations and billing’s are processed accurately

• Answer the phone, schedule appointments and reschedules 

• Track no show rate and other clinical data for operational insights 

Client Experience:

• Ensure a welcoming and professional environment for clients at the center.

• Address client concerns or feedback promptly and effectively.

• Collaborate with practitioners to optimize client care and program outcomes.

Administrative Duties:

• Manage invoices, and utilities for the center.

• Maintain accurate records of client data, scheduling, and program performance.

• Generate reports for senior leadership on center performance and metrics.

Strategic Initiatives:

• Support the implementation of Poppy Life Care’s 2025 strategic goals at the center level.

• Collaborate with marketing teams to promote programs and services within the local community.

• Identify opportunities for process improvement and innovation in service delivery.

Qualifications

• Bachelor’s degree in healthcare administration, business management, or a related field.

• Minimum 3-5 years of experience in a management or leadership role within a healthcare or wellness setting.

• Proven ability to support teams and deliver operational excellence.

• Excellent organizational, problem-solving, and communication skills.

• Proficiency in using practice management software and office tools.

• Passion for holistic wellness and alignment with Poppy Life Care’s mission.

Key Competencies

• Strong customer service orientation.

• Ability to multitask and manage time effectively in a fast-paced environment.

• Consistent attention to detail.

• Attendance and punctuality.

Compensation & Benefits

• $30 per hour/ 40 hours a week

• Professional development opportunities.

How to Apply

Interested candidates are encouraged to submit their resume and a cover letter detailing their relevant experience and passion for Poppy Life Care’s mission. Please email your application to [email protected] with the subject line: “Practice Manager Application – Newport Beach.”