Practice Manager - Integrative Wellness & Behavioral Health Group Job at Poppy Life Care, Newport Beach, CA

OENqY2dsUEpSSXZIWks1UURPc1R6b3ZsQkE9PQ==
  • Poppy Life Care
  • Newport Beach, CA

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.

Operations & Workflow Management
  • 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.)
Administrative Support
  • 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
Client & Practitioner Coordination
  • Serve as first point of contact for client questions
  • Communicate with practitioners to ensure documentation compliance
  • Support clinicians with administrative tasks to reduce burden
Systems & Technology
  • Manage CRM/workflow tools (MindBody, Tebra, HubSpot, Clockify, etc.)
  • Update and maintain internal systems, spreadsheets, and dashboards
  • Troubleshoot basic platform-related issues as needed
General Support
  • Assist the CEO with operational priorities
  • Build SOPs, checklists, and structures to create efficiency
  • Support transitions between programs and funding streams
Qualifications
  • 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
Ideal Candidate Traits
  • 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
Schedule & Hours

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

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

Compensation

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

How to Apply

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

Job Tags

Full time, Part time, For contractors,

Similar Jobs

Access Healthcare

Travel PACU Registered Nurse Job at Access Healthcare

 ...Job Description Access Healthcare is seeking a travel nurse RN PACU - Post Anesthesia Care for a travel nursing job in Clinton, Maryland. Job Description & Requirements ~ Specialty: PACU - Post Anesthesia Care ~ Discipline: RN ~ Start Date: 02/09/2026~... 

Fanpagetemplates

Social Media & Influencer Marketing Specialist Job at Fanpagetemplates

Digital Marketing Specialist Social Media & Influencer Marketing (m/w/d) Nrnberg, MittelfrankenVerantwortung fr die strategische und operative Betreuung der Social Media Kanle. Entwicklung von kreativem Content in Zusammenarbeit mit Agenturen und Partnern und Durchfhrung... 

The Help Company

The best hospitality minded modern day butler needed in Montecito Job at The Help Company

 ...butler and concierge director. We are helping one of the nicest couples find the best of the best. If hospitality runs in your veins and...  ...scale..they love to be involved in the hosting, so being able to work alongside the principals when hosting is very important.... 

Omni Hotels

Weekend Housekeeping Room Attendant PT Job at Omni Hotels

 ...Weekend Housekeeping Room Attendant | PT Job Locations US-TX-Dallas Requisition ID 2026-130919# of Openings...  ...for guests who are continuing their stay, as well as, thoroughly clean rooms of guests who have checked out in preparation for the next... 

Barclays

Public Finance Analyst Summer Internship Program 2027 San Francisco Job at Barclays

 ...Job description Summer Internship Program Overview Join us as a summer intern and discover the world of finance and technology. Dive into our culture, engaging in real projects that offer a comprehensive business overview. Select your desired business area for an...