Administrative Manager- Pleasanton, CA

WHO WE ARE

Proficio Therapy Services is a mission driven therapy organization dedicated to improving the lives of children and families. We provide high-quality ABA Therapy, Speech Therapy, and Occupational Therapy through our family of licensed clinical entities:

•  AGES Learning Solutions LLC – ABA Therapy
• Proficio Speech Therapy Group Inc – Speech Therapy
• Child’s Play Therapy Services PC – Occupational Therapy

Today, we operate 11 clinics across the United States, supported by more than 250 clinicians. We are actively expanding into additional cities throughout California and Utah, with international growth underway in India and the Middle East.

Our teams are backed by strong clinical leadership, reliable operational systems, and a culture built on respect, inclusion, and collaboration. Whether you’re starting your career or stepping into leadership, you’ll find opportunities to grow, contribute, and make a meaningful impact every day.

At Proficio, your work truly matters and so does your growth. Join us as we continue building a unified, global therapy organization dedicated to empowering children and families.

JOB RESPONSIBILITIES

Position Summary

The Administrative Manager oversees the administrative operations of assigned pediatric therapy clinics, ensuring efficient scheduling, patient access, exceptional customer service, and consistent operational standards. This role leads administrative teams, including Front Desk staff and designated coordinators, while collaborating with Clinic Managers and clinical leadership to support clinic performance and growth.

Essential Duties and Responsibilities

1. Administrative Leadership & Team Management

• Supervise, coach, and support Front Desk Associates, Intake Coordinators, Patient Care Coordinators, and other assigned administrative staff.
• Oversee staffing, administrative coverage, performance evaluations, onboarding, and ongoing training.
• Establish consistent administrative workflows and promote effective communication across clinic teams.
• Collaborate with leadership on process improvements, policies, and operational initiatives.

2. Scheduling & Clinic Capacity Management
 

• Oversee scheduling operations to maximize therapist productivity, appointment availability, and clinic capacity.
• Monitor caseloads, waitlists, attendance, cancellations, and provider availability.
• Coordinate scheduling coverage for therapist absences, schedule changes, and patient transitions.
• Conduct regular scheduling and capacity reviews with Clinic Managers to identify and address operational challenges.

3. Patient Intake & Care Coordination

• Oversee referral processing, patient intake, evaluations, insurance verification, authorizations, and ongoing scheduling.
• Ensure timely patient onboarding, accurate documentation, and appropriate follow-up throughout the patient journey.
• Monitor referral-to-evaluation timelines and identify barriers affecting patient access and continuity of care.
• Ensure effective coordination between Intake, Scheduling, Clinical, Billing, and Authorization teams.

4. Front Desk, Insurance & Administrative Operations

• Oversee daily Front Desk operations, including appointment scheduling, phone and email communication, and patient reception.
• Monitor insurance eligibility, authorization requirements, referrals, and related administrative documentation.
• Ensure accurate and timely updates across systems, including Prompt, Salesforce, and other operational platforms.
• Support billing-related administrative workflows and resolve insurance or documentation concerns in collaboration with the appropriate teams.

5. Reporting, Quality Assurance & Performance Monitoring

• Prepare and review daily, weekly, and monthly operational reports covering scheduling, therapist utilization, attendance, referrals, waitlists, and lead conversion.
• Monitor administrative performance metrics and identify opportunities to improve operational efficiency.
• Conduct routine audits of administrative workflows, patient communications, documentation, and customer service standards.
• Provide feedback, corrective guidance, and additional training where needed.

6. Clinic Operations & Client Relations

• Oversee administrative aspects of clinic operations, including staffing coverage, supplies, inventory, maintenance requests, and facility readiness.
• Address patient and family concerns professionally, coordinating with Clinic Managers and clinical leadership when necessary.
• Support patient retention by identifying service barriers and coordinating appropriate follow-up with families and providers.
• Assist with clinic events, community outreach, and special operational projects as assigned.
• Travel to assigned clinic locations as required to support operational needs.

QUALIFICATIONS

Education

·        Bachelor’s degree in healthcare administration, Business Administration, Management, or a related field preferred.

Experience

·        Minimum of three years of healthcare administrative leadership experience required.

·        Paediatric therapy, outpatient rehabilitation, or healthcare management experience strongly preferred.

·        Experience supervising administrative staff.

·        Experience with scheduling, insurance authorization, patient intake, and operational reporting.

Knowledge & Skills

·        Strong leadership and personnel management skills.

·        Excellent organizational and project management abilities.

·        Exceptional written and verbal communication skills.

·        Ability to prioritize multiple projects in a fast-paced environment.

·        Strong analytical and problem-solving skills.

·        Proficiency with Microsoft Office, Google Workspace, Salesforce, Prompt, Gusto, and electronic medical record systems.

·        Ability to analyse operational data and develop workflow improvements.

·        Ability to work independently while collaborating effectively with multidisciplinary teams.

·        Commitment to exceptional customer service and continuous quality improvement.

Proficio Speech Therapy is an Equal Opportunity/Affirmative Action employer committed to building a team that represents the racial, ethnic and linguistic needs of our clients.This position description intends to describe the general nature and level of work being performed. It is not intended to include all duties and responsibilities. Because of a need to remain responsive to the needs of our clients and operational needs, job description and responsibilities may be modified at any time.

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