Office Manager Software for Medical Practice Ops — North County San Diego
I'm PJ, based in Encinitas. If you're running the ops side of a medical practice and duct-taping together scheduling, intake, billing handoffs, and staff schedules — I build custom tools that actually fit how your office works.
📱 Text me — 858-461-8054Quick answer — what I actually do for office managers
- Build custom dashboards that pull from your PM/EHR without a full system replacement
- Connect the tools you already pay for (so staff stops copy-pasting between 4 tabs)
- Give you one text-message line of support — no tickets, no portals, no account managers
Questions office managers actually ask me
Can you build something without replacing our EHR or PM system?
Yes — that's most of what I do. I sit on top of what you have (Athena, DrChrono, Kareo, eClinicalWorks, whatever) and build the piece that's missing. Your staff keeps their workflows. You get the dashboard or automation you actually needed.
How do you handle HIPAA and PHI?
BAAs where needed, encrypted storage, access logging, and I design so PHI stays inside systems already covered. If a build touches PHI, we do it right — or we don't do it. I'll tell you straight which bucket your project is in.
What does a small build actually cost?
Small automations: a few hundred to low four figures. A full custom dashboard or intake tool: depends on integrations. I quote flat, not hourly, and I'll tell you the number before you commit to anything.
How long until something is actually working?
Small stuff: days. Medium builds: 2–4 weeks. I ship in pieces so you see progress, not a 6-month black box.
Do you work with practices outside North County San Diego?
I'm based in Encinitas / Solana Beach and most clients are here — but I work remotely with practices across California and beyond. Local just means I can stop by if it helps.
What if our IT person or EHR vendor says it can't be done?
Text me what they said. Nine times out of ten there's a way — either through an API they didn't mention, a clean export, or a workaround that doesn't touch their system at all.
Six things that usually help office managers right away
No-show auto-follow-up
Text + email sequence that runs automatically when a patient misses an appointment. Gets about 30% of them back on the schedule without staff lifting a finger.
Referral tracking dashboard
One screen showing every outbound referral, status, and which ones are aging. Stops the "did we ever hear back on Mrs. Garcia?" problem.
Intake packet automation
Patient books, gets the right forms based on visit type, signs digitally, data lands in your PM. Front desk stops chasing paper.
Staff schedule vs. demand view
Overlay provider schedules against appointment volume. See the gaps and the overloads before they happen.
AR aging alerts
Daily pings when a claim or patient balance crosses your threshold. Billing gets a prioritized list instead of a 200-row spreadsheet.
Credentialing tracker
Every provider, every payer, every expiration date — with reminders before anything lapses. Saves the "we're out of network Monday" fire drill.
Hey — I'm PJ
Solo consultant. No sales team, no account managers. If you text 858-461-8054, I'm the one who answers. I've spent years building ops tools for small teams who can't afford to rip-and-replace but can't keep duct-taping either.
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