Medical Office Manager / Medical Assistant

Location: Dana Point, California
Schedule: Full-time, Monday–Friday, 9:00 AM–5:00 PM
Work Setting: 100% in-person; this is not a remote or hybrid position

Who We're Looking For

We are looking for someone who is proactive, highly organized, dependable, and comfortable taking ownership of their work. This position is best suited for someone who notices what needs attention, follows through without repeated reminders, and takes pride in keeping things running smoothly.

Because we are a small practice, every team member matters. The ideal candidate is comfortable working independently, can shift priorities when needed, and communicates openly when they have questions, make a mistake, or encounter a problem. We value someone who would rather ask than guess, who is willing to learn, and who approaches patients and coworkers with warmth, professionalism, and good judgment.

Position Overview

The Medical Office Manager / Medical Assistant is a full-time, in-office position responsible for the day-to-day administrative and operational functioning of Beheshti Wellness Center. This individual serves as the primary on-site point person for office operations, patient administrative needs, scheduling, treatment support, coordination of care, organization, and follow-through.

This is a hands-on position. The employee is expected to identify what needs to be done, take ownership of assigned responsibilities, follow tasks through to completion, and communicate promptly when assistance or clarification is needed.

The position also includes clinical support responsibilities, including assisting with TMS/ExoMind treatments and Spravato services after appropriate training and within the employee's permitted scope of practice.

Bookkeeping and payroll processing will primarily be handled by the practice's accounting team. The Office Manager will be responsible for providing information to the accounting team, maintaining appropriate records, identifying discrepancies or missing information, and ensuring assigned administrative tasks are completed.

Schedule, Attendance & On-Site Requirements

This is a full-time, in-person position. It is not a remote or hybrid position.

• Monday through Friday
• 9:00 AM–5:00 PM
• Non-exempt, hourly pay
• Eight working hours per day, including a 30-minute paid meal period
• Five days per week
• Regular and reliable in-person attendance is an essential requirement of the position
• Must be comfortable working independently and being the only staff member physically present in the office at times when clinicians are out
• Must be able to independently manage routine office operations and know when escalation is required
• Occasional additional hours may be needed based on practice needs.

Timekeeping & Break Compliance

• Employee must clock in and clock out accurately every day
• All breaks must be taken in compliance with labor law requirements
• Accurate time tracking is a condition of employment

Minimum Requirements

Applicants must:

• Be able and willing to work in person, Monday–Friday, 9:00 AM–5:00 PM
• Be proficient with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, etc.)
• Have strong general computer and technology skills
• Be highly organized and detail-oriented
• Be able to manage multiple competing responsibilities
• Be dependable and able to work independently
• Be comfortable interacting with psychiatric patients professionally
• Maintain confidentiality and appropriate boundaries at all times
• Be willing to learn practice-specific systems and clinical support workflows

Preferred Qualifications

• Bachelor’s degree
• Medical Assistant (MA) training, certification, or relevant clinical experience strongly preferred. This position includes hands-on clinical support and TMS/ExoMind treatment responsibilities after appropriate training.
• Prior experience in medical, psychiatric, or behavioral health offices
• EMR/EHR experience (Practice Fusion or similar)
• QuickBooks experience
• Experience with billing, intake, or superbills
• Experience with TMS or Spravato programs
• Experience working independently in a small medical practice where organization, initiative, and follow-through are essential

Core Expectations & Professional Standards

The successful employee:

• Is extremely detail-oriented and organized
• Takes full ownership of assigned responsibilities
• Communicates mistakes immediately and transparently
• Asks questions when unsure rather than guessing
• Does not allow tasks to remain incomplete without communication
• Is dependable, punctual, and consistent
• Follows through without repeated reminders
• Communicates proactively about delays or issues
• Maintains strict confidentiality of all patient and business information
• Maintains professional communication at all times
• Adapts to changing priorities in a small medical practice environment

Coordination of Care & Communication Responsibilities

The Office Manager is responsible for supporting coordination of care, including:

• Communication with pharmacies (prescriptions, refills, clarifications)
• Communication with outside physicians and specialists
• Communication with laboratories and diagnostic services
• Submission and tracking of prior authorizations
• Insurance-related clinical documentation coordination
• Communication with patients and families when appropriate and with valid ROI
• Routing clinical messages to providers promptly
• Tracking outstanding clinical administrative tasks to prevent delays in care

Phones, Scheduling & Patient Communication

• Answer and manage incoming phone calls
• Return patient calls and messages promptly
• Schedule and coordinate all patient appointments
• Manage consultation requests (phone, email, website)
• Monitor office email (including spam/junk folders)
• Document patient communications appropriately
• Escalate clinical concerns to providers
• Ensure no patient communication is missed or left unresolved

New Patient Intake

• Manage full intake workflow
• Send and track intake forms
• Follow up on missing documentation
• Enter patient data into EMR and Quickbooks
• Send FollowMyHealth invitations
• Ensure intake completion before appointments
• Maintain organized intake records
• Add patients to billing systems and newsletters when appropriate
• Upload supporting documents into EMR

Payments, Billing & Financial Administration

• Process patient payments (Clover, Zelle, etc.)
• Create and send invoices (QuickBooks, Zelle)
• Track outstanding balances and payments
• Track and monitor treatment packages and memberships
• Upload supporting financial documents into Quickbooks
• Generate superbills
• Maintain accurate financial records
• Provide documentation to accounting team
• Identify and report discrepancies
• Support billing-related administrative workflows
• Ensure all practice expenses, including invoices, subscriptions, rent, and other recurring or one-time obligations, are paid accurately and on time. 

Records & Administrative Documentation

• Maintain organized physical and electronic records
• Process incoming mail
• File and scan documents appropriately
• Maintain office calendars and scheduling systems
• Ensure documentation is complete and properly stored
• Maintain confidentiality of all records

Clinical Support

• Support TMS/ExoMind treatment sessions after training
• Prepare and reset treatment rooms
• Assist with patient flow
• Maintain treatment documentation
• Support Spravato appointment logistics within scope
• Receive and document Spravato deliveries
• Monitor clinical supplies and inventory
• Retrieve client records and securely provide records to authorized individuals or entities in accordance with applicable authorization and privacy requirements.
• Manage Rejoyn access codes and client enrollment; monitor client progress in the Rejoyn portal and upload relevant documentation to the client's EMR/chart.
• Escalate clinical concerns immediately to providers
• Upload supporting documents into EMR chart
• Ensure there is a written record of all client communications (email, phone, etc.) in their EMR chart

Office, Inventory & Local Errands

• Maintain office organization and readiness
• Manage supplies and inventory
• Receive and organize deliveries
• Coordinate maintenance issues
• Support event preparation and logistics

Local Errands / Driving Requirement

Employee may be required to perform local errands, including:

• Post office
• FedEx/UPS
• Bank deposits
• Office supply pickups
• Other local business errands

A valid driver’s license and reliable transportation are required. Authorized business mileage using a personal vehicle will be reimbursed in accordance with the Company's mileage reimbursement policy.

HR & Accountant Coordination

Employees & Contractors

• Assist with onboarding and offboarding
• Collect and process onboarding documentation
• Enter staff into required systems
• Track compliance forms and training
• Maintain employee records

Payroll & Timesheets

• Collect and review timesheets
• Ensure timely submission
• Provide payroll data to accounting team
• Track missing or incomplete submissions
• Maintain payroll documentation

Events & Community Engagement

• Assist with speaking engagements and workshops
• Attend events when requested
• May accompany Dr. Beheshti to off-site events
• Assist with setup, breakdown, and logistics
• Transport materials as needed
• Maintain event supplies and organization 
• Coordinate and execute in-house event planning, supplies (may include food and drink items), and budget

Systems & Technology

• Google Workspace (core daily system)
• Practice Fusion
• FollowMyHealth
• QuickBooks
• Zocdoc
• Clover
• Quest
• EDD systems
• TMS/ExoMind systems
• Spravato systems
• Practice email and scheduling systems

Performance Expectations & Routine Reviews

This job description is used as an ongoing performance management tool.

Performance will be evaluated based on:

• Reliability and attendance
• Accuracy and attention to detail
• Organization
• Initiative and ownership
• Follow-through and completion of responsibilities
• Communication quality
• Ability to prioritize tasks
• Independent judgment and awareness of when escalation is needed
• Patient communication and professionalism
• Clinical support competency (TMS/ExoMind/Spravato)
• Office organization and readiness
• Compliance with policies and procedures
• Responsiveness to feedback

Performance Categories

Each responsibility may be evaluated as:

• Meets Expectations – consistent, reliable performance
• Needs Improvement – requires training or correction
• Not Yet Assigned – not yet applicable or trained

The employee is expected to actively participate in performance discussions and improvement planning.

Additional Responsibilities

This job description is not exhaustive. The employee may be assigned additional duties reasonably related to the role, including administrative, operational, clinical-support, or

Benefits & Perks

• Paid 30-minute meal periods
• Paid holidays and Winter Break in accordance with the Company's holiday schedule.