Job Description
Job DescriptionSalary: Negotiable
Pain Management Office Manager
Position: Office Manager Pain Management
Location: San Diego
Schedule: Full-Time | MondayFriday
Compensation: Negotiable
Reports to: Practice Administrator / Physician Owner
About the Practice
Are you interested in an exciting and rewarding career in Practice Management where we care for our team as much as we do our patients? Then California Pain Consultants is the place for you! We are a high-volume, establishedpain management practiceoffering comprehensive care including in-office procedures. Our team is committed to delivering excellent outcomes and a smooth patient experience through strong clinical support, efficient operations, and great communication.
We are seeking an experienced Office Manager who can confidently lead a busy front office team, optimize workflows, and keep a multi-provider specialty practice running at a high level. Experience in pain management is a plus, but strong specialty practice management experience is required.
Key Responsibilities
Clinic Operations & Workflow
- Oversee day-to-day operations
- Maintain smooth clinic flow across providers, procedure schedules, and front office
- Identify bottlenecks and implement process improvements
- Ensure scheduling templates are built and maintained correctly for provider productivity
- Maintain clear policies, SOPs, and accountability systems
Team Leadership
- Lead, train, and support front office staff (check-in/out, scheduling, referrals, authorizations)
- Manage staffing schedules, coverage, and performance expectations
- Coach team members on professionalism, patient service, and accuracy
- Serve as the escalation point for patient and staff concerns
Procedures & Specialty Coordination
- Oversee coordination for in-office procedures (pre-op instructions, prep requirements, scheduling)
- Ensure correct insurance verification and authorization is obtained for procedures
- Maintain communication between providers, clinical staff, and front office for procedure readiness
- Reduce cancellations through strong pre-visit workflows and patient communication
AdvancedMD (EHR)
- Use AdvancedMD daily to manage scheduling, patient flow, documentation support, and administrative workflows
- Ensure accurate appointment types, scheduling rules, and clinic templates
- Monitor workflow performance and ensure staff use AdvancedMD correctly and consistently
Billing & Revenue Cycle Oversight
- Work closely with billing staff/vendor to improve collections and reduce denials
- Ensure accurate insurance verification, eligibility checks, and prior authorizations
- Monitor key metrics such as:
- Denials trends
- Authorization completion
- Aging A/R
- Patient balances
- Support accurate intake, documentation flow, and charge capture readiness
Patient Experience & Service Recovery
- Maintain a professional, patient-centered environment
- Handle escalations and resolve patient issues quickly and respectfully
- Ensure patient communication standards are met across the team
Compliance
- Ensure HIPAA compliance and proper handling of PHI
- Maintain internal audit checklists and operational standards
- Support policy adherence and staff training
Qualifications
Required
- 3+ years of experience managing a medical office (specialty strongly preferred)
- Proven leadership experience supervising front office teams
- Strong understanding of:
- Multi-provider scheduling
- Insurance verification
- Prior authorizations
- Specialty referrals
- Excellent communication, organization, and problem-solving skills
Preferred
- Pain management, ortho, spine, neurology, or interventional specialty experience
- Experience coordinating procedures and reducing last-minute cancellations
- Familiarity with CPT/ICD-10, denials, and payer requirements
- Ability to track performance metrics and improve systems over time
What Success Looks Like in This Role
- Providers stay on time and schedules stay optimized
- Procedure days run smoothly with minimal cancellations
- Authorizations and verifications are consistently completed
- Staff are trained, accountable, and patient-focused
- Patient complaints decrease and satisfaction improves
- Billing issues are identified early and corrected quickly
What We Offer
- Competitive pay based on experience
- Benefits package (if applicable)
- Paid time off and paid holidays
- Stable weekday schedule (no nights/weekends)
- Strong team culture with room to grow