Office Manager Job in San Antonio, TX
A non-clinical role running the front and back office of a single-location physical therapy and Pilates practice, where the administration is the thing that makes the care possible.
You take the hoops off the patient.
Pyramid Physical Therapy & Pilates is one clinic at 4939 De Zavala Rd, Suite 103 in San Antonio. When our owner was asked what frustrates her about this industry, her answer was two things: having to jump over hoops when dealing with insurance, and patients not being heard about what they need. The office manager exists to solve the first one so the clinical team can spend its attention on the second.
This is a non-clinical position and a broad one. Small practice, real ownership. You run the calendar, the carriers, the money and the supplies, and you are usually the first voice a nervous new patient hears.
The whole administrative surface of one clinic.
In a practice this size, the office manager is not one link in a chain. You are most of the chain, which is either the appeal of the job or the reason to skip it.
Own the schedule
Build and defend a calendar that protects the 1:1 ratio, keeps therapists moving, and still leaves room to honor the promise of a first visit within 48 business hours.
Run insurance verification and authorizations
Benefits checked before the first visit across all six in-network carriers, authorizations tracked, visit counts watched, and nobody surprised after the fact.
Coordinate billing and payments
Charges out clean, claims followed, patient balances explained in plain language by somebody who is not embarrassed to talk about money.
Keep records and compliance tight
Intake paperwork, releases, chart hygiene and HIPAA discipline. In a clinic with private treatment rooms, privacy is not just a policy binder.
Manage supplies, vendors and the space
Clinic supplies, Pilates equipment maintenance, vendors, and the small constant work of keeping a welcoming space actually welcoming.
Support the team behind the scenes
Onboarding paperwork, credential and license tracking, and being the person who notices the administrative problem before it lands on a therapist mid-session.
Six things that actually matter here.
Medical office experience
Time spent running the administrative side of a clinic, ideally outpatient. You should already know what an authorization is before your first morning.
Insurance literacy
Comfortable with commercial plans, Medicare Part B and Tricare. Comfortable staying on hold. Comfortable pushing when a denial is wrong.
Systems that outlive you
Scheduling software, documentation systems and simple written processes. We want an office that keeps running the week you are out.
A calm front-of-house presence
Many people walk in tired, sore and skeptical of healthcare in general. The first ninety seconds are yours, and they set the tone for the plan of care.
Discretion
You will know diagnoses, balances and personal circumstances. Handling that quietly and correctly is the baseline, not a strength to list on a resume.
Ownership
This is a small practice. The person who says “I noticed, so I fixed it” belongs here. The person waiting to be assigned the fix does not.
A practice somebody chose to save.
The pandemic put this clinic on the verge of closing in 2020. Dr. Cynthia Mendez, PT, DPT, OCS had been part of it since 2006, first as its primary physical therapist and later as Clinical Director, and she bought the practice in 2021 rather than watch its reputation disappear. She had already spent five years building and running a small non-profit, so she came into ownership knowing what the back office costs and what it protects.
“Pyramid feels like a big family! We support and uplift each other.”
Bethany Roberts, PTA, NCPT, Physical Therapist Assistant
The clinic’s stated mission is to be a positive force in the lives of others, and its published values are the six below. An office manager touches every one of them before lunch.
Benefits verified before the first visit, balances explained honestly, and no surprises engineered into the process. The billing tells the truth.
A 5.0 Google rating across 94+ reviews. A meaningful share of those reviews are really about how somebody was treated at the front desk.
People call while they are in pain and worried about cost. Answering both of those calmly, in one conversation, is a genuine skill.
Insurance is a war of attrition. The office manager is the one who does not give up on a claim that should have been paid.
Some days the most valuable thing you do is make coffee, reset a room, and hold a door. Nobody here is above the small work.
The culture here is warm on purpose. An office manager can protect that or quietly erode it, which is why the hire matters so much.
Send us your resume.
There is no portal and no automated screener. Email your resume with a short note about the size and type of practice you have run before, and a person here reads it.
Questions about the role before you apply, including pay, schedule and benefits, are answered directly. Call the clinic and ask.
Email Your ResumeNot the right fit? We also list openings for a physical therapist, physical therapist assistant, patient care coordinator and rehab aide.