ADMINISTRATIVE ASSISTANT - FAIRFIELD BAY THERAPY CLINIC

Job Summary: The Administrative Assistant supports the daily operations of the Rehabilitation Department by providing clerical, organizational, and clinical assistance under the direct supervision of licensed therapy staff. This position plays a key role in ensuring smooth patient flow, accurate documentation, timely authorizations, and exceptional customer service for all patients and providers.

• Part Time Hourly
• PTO Accrual

Hours/Days:

• Flexible 10-20hr/week

Essential Duties and Responsibilities

• Provide excellent customer service through patient interaction, registration, check-in, and general inquiries.
• Perform outpatient scheduling for physical, occupational, and speech therapy services.
• Complete patient registrations and obtain necessary consents or forms.
• Coordinate insurance authorizations and verify coverage as required for therapy services.
• Maintain effective communication with referring providers, clinical staff, and patients to support continuity of care.
• Assist with department organization including filing, record management, and maintaining accurate documentation.
• Perform supply ordering and inventory management for the department.
• Conduct audits of patient charges and ensure accuracy in billing entries.
• Efficiently navigate computer systems and multiple electronic medical records (EMRs) to input, retrieve, and manage patient data.
• Under the direct supervision of Physical or Occupational Therapists/Assistants:
  • Assist with patient preparation and set-up for treatment.
  • Perform cleaning and infection control duties according to department policy.
  • Conduct basic equipment checks and maintenance logs.
  • Support other operational aspects of the department as directed.
• Participate in departmental performance improvement activities and quality initiatives.
• Attend and maintain compliance with infection control, safety, and fire safety programs.
• Follow the departmental attendance and conduct policies.

Education:

• High school diploma or equivalent required.
• Additional coursework or certification in medical office administration or healthcare preferred.

Experience:

• Prior experience in a healthcare or rehabilitation setting preferred.
• Knowledge of insurance authorization processes and EMR systems strongly preferred.

Skills and Abilities:

• Strong interpersonal and communication skills.
• Demonstrates professionalism, confidentiality, and a commitment to patient-centered care.
• Ability to multitask and manage time effectively in a fast-paced environment.
• Detail-oriented with strong organizational skills.
• Proficient in Microsoft Office Suite and hospital/clinic EMR software.

Working Conditions

• Primarily office-based within the rehabilitation clinic.
• Assistance in patient care areas as directed by therapy staff.
• May require light lifting, bending, or standing for extended periods.