Executive Front Office Administrator

Total Potential – Integrative Physical Therapy in San Marino, CA

At Total Potential, we believe the human body is designed to heal—and our purpose is to guide that process with care, precision, and heart. We specialize in root-cause physical therapy with an emphasis on brain-body integration, emotional wellness, and lasting physical transformation.

We are a family-owned and veteran-owned, cash-pay integrative physical therapy private practice that delivers a high-touch, premium experience to every patient and family we serve. Our front office is the hub of that experience.

About the Role

We’re seeking a Part-Time Executive Front Office Administrator to be the warm, organized, and intuitive presence at the front of our clinic. In this role, you’ll ensure that every patient feels seen, heard, and cared for while keeping the practice running smoothly behind the scenes. This is a hands-on, fast-paced position that involves learning and implementing detailed protocols that support a premium, concierge-style experience. Because of the level of responsibility and autonomy, we are inviting applications only from candidates who meet the Required Background listed below.

This role is ideal for someone who:

- Enjoys working in a purpose-driven healthcare environment.

- Takes pride in excellent service and clear communication.

- Can multitask calmly and professionally in a busy setting.

​Please note: This is not a “clock in and clock out” position. Success here requires initiative, reliability, and a genuine investment in our mission and patients.

Schedule & Employment Details

- Job type: Part-time, in-person

- Hours: Approximately 16 hours per week for the first 1–2 months with potential to increase up to 20 hours per week based on performance

- Typical timing: Daytime, weekday hours (ideal for candidates needing mid-day scheduling)

- Probationary period: 90 days with clear expectations and feedback

Key Responsibilities

- Welcome and check in patients in a warm, professional, and timely manner.

- Answer and route phone calls, emails, and inquiries with excellent communication etiquette.

- Schedule and manage appointments using Google Calendar and JaneApp EMR.

- Maintain accurate and organized patient and client records within the EMR.

- Keep the front desk and waiting area clean, orderly, and inviting.

- Assist with billing questions and process payments (credit/debit cards, HSA/FSA/HRA, cash, Zelle, Venmo, checks, etc.).

- Coordinate with providers to support smooth daily operations and patient flow.

- Perform general administrative tasks, including filing, data entry, and document management.

Skills and Competencies

- Able to work independently with minimal supervision while staying aligned with clinic priorities.

- Strong organizational skills and attention to detail.

- Comfortable with technology, including iOS and Google Workspace tools.

- Excellent phone etiquette and written/verbal communication skills.

- Ability to manage multiple tasks while maintaining a calm, friendly, and professional demeanor.

- Accurate with filing, documentation, and follow-through.

- Strong interpersonal skills; able to build rapport with patients, families, and colleagues.

- Bilingual skills are a plus and help us better serve our diverse patient community.

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Required Background - Applicants must meet all of the following:

- Experience working in a medical office or physical therapy office.

- Strong understanding of out-of-network private and public insurance.

- Familiarity and comfort with electronic medical records (EMRs).

- Excellent phone manners and basic tech proficiency with iOS and Google ecosystems.

- Comfort discussing services and fees and guiding patients through next steps (sales awareness).

- Proven ability to perform in a busy or high-pressure environment while delivering consistently professional, high-quality service (references will be requested).

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Preferred Background

- Previous experience as, or closely alongside, a licensed allied healthcare professional (e.g., PT, OT, SLP) or other licensed healthcare provider.

- Experience in customer service, hospitality, or sales.

- Leadership or supervisory experience in a clinical or corporate setting.

- ​Direct experience with JaneApp.

- Experience in a wellness, therapy, acupuncture, or chiropractic practice.

Compensation

The pay is an hourly rate of $18 - $22 commensurate to experience and skills during the 90-day probationary period

How to Apply - Please submit:

- Your resume

- A brief cover letter explaining why this role and our mission resonate with you

- Your general weekly availability

- You’re encouraged to highlight specific examples of working in fast-paced environments, handling sensitive information, and delivering a premium experience to patients or clients

If you are interested and serious about this life-changing opportunity, please send your resume, brief cover letter, and general weekly availability to joel@totalpotentialpt.com. Please title your email in the subject line: Hidden Potential. Thank you and good luck!

Job Types: Part-time, Contract, Temporary

Pay: $18.00 - $22.00 per hour

Expected hours: 16 – 20 per week

Application Question(s):

• Do you have leadership experience in a corporate setting?

Experience:

• Executive Assistant: 2 years (Required)
• Medical Office: 2 years (Required)
• Sales: 2 years (Required)

Ability to Commute:

• San Marino, CA 91108 (Required)

Ability to Relocate:

• San Marino, CA 91108: Relocate before starting work (Required)

Work Location: In person