Job Title: Office Manager (Psychiatric Practice)
Company: CalmWave Mental Health Medication
Lead Practitioner: Dr. Patricia Boyle, DNP, PMHNP-BC
Location: Rancho Cucamonga, CA (Hybrid)
Pay Range: $26.00 - $30.00 / hour (Dependent on experience)
Job Type: Part-time (32 hours per week)
Start Date: Immediate
Schedule & Availability
- In-Office (On-Site): Monday through Thursday, 9:00 AM – 2:00 PM.
- Remote Phone Coverage: Monday through Thursday, 2:00 PM – 5:00 PM (available to answer patient, pharmacy, and clinic phone calls remotely).
- Fridays & Weekends: Closed / Off.
About CalmWave & Dr. Patricia Boyle
CalmWave Mental Health Medication is a premier psychiatric practice founded and led by Dr. Patricia Boyle, DNP, PMHNP-BC. We are dedicated to providing comprehensive, compassionate psychiatric services, specializing in family mental health, adolescent/juvenile psychiatry, and tailored group therapy. Our practice delivers highly personalized, evidence-based care to children, teenagers, and adults across the community. We are looking for an organized, empathetic, and proactive Office Manager to run our daily operations and support in delivering an exceptional patient experience.
Position Overview
As the Office Manager, you will be the operational backbone of our practice. This is a hybrid, part-time role based out of our Rancho Cucamonga, CA office. It requires a dependable daily on-site presence in the mornings to manage the clinical environment and welcome patients, followed by remote availability in the afternoons to manage phone triage and patient communications. The ideal candidate has prior experience in a medical or psychiatric office setting and balances strong administrative skills with high emotional intelligence.
Key Responsibilities
Patient Coordination & Practice Scheduling
- Act as the welcoming face and voice of CalmWave for patients and families during morning clinic hours.
- Manage Dr. Boyle’s complex clinical, consultation, and telepsychiatry calendar using RXNT.
- Coordinate patient intakes, verify insurance/billing demographics, and track follow-up appointments.
- Phone Triage (Remote afternoons): Efficiently handle patient, family, pharmacy, and provider inquiries from 2:00 PM to 5:00 PM with professionalism and care.
Office Operations & Clinic Logistics (On-Site)
- Maintain a clean, calm, professional, and welcoming physical office environment in Rancho Cucamonga.
- Order, organize, and track clinical and office supplies, refreshments, and business materials.
- Manage relationships with office vendors, technical support, and the building landlord.
- Securely process physical incoming mail, medical documentation, and deliveries following privacy protocols.
Administrative Support
- Assist Dr. Boyle with medical documentation tracking, practice metrics, and expense reconciliation.
- Support the administration of our tailored group therapy programs and community family wellness workshops.
Qualifications
- Schedule: Must be fully available Monday through Thursday, 9:00 AM – 2:00 PM on-site, and 2:00 PM – 5:00 PM remotely.
- Location: Must live within commuting distance to Rancho Cucamonga, CA.
- Experience: 2+ years of experience in office management, medical reception, or healthcare clinic operations (prior experience in a psychiatric, behavioral health, or therapy practice is highly preferred).
- Software Adaptability: Tech-savvy with proven proficiency in RXNT software (EHR, Practice Management, and/or Billing modules). Must have the ability to adapt quickly to current software versions, feature updates, or platform layout changes without disruptions to workflow.
- Interpersonal Skills: An easy-going temperament with a natural ability to read the room and match the energy of sensitive clinical environments.
- Adaptability: High capacity to adapt fluidly to changing daily priorities, patient needs, and shifting schedules without getting overwhelmed.
- Discretion: Absolute commitment to maintaining patient confidentiality and adhering strictly to healthcare compliance guidelines (HIPAA).
Benefits & Perks
- Hourly Pay: $26.00 - $30.00 / hour baseline (commensurate with psychiatric office management experience).
- Performance incentives and structured reviews.
- A supportive, hybrid work culture directly dedicated to family wellness and community care.
Pay: $26.00 - $30.00 per hour
Work Location: Hybrid remote in Rancho Cucamonga, CA 91730
