Front Desk /Clinic Coordinator-PRN

Front Desk /Office Coordinator-Physical Therapy Clinic

Job Description:

Role Summary

The front desk staff in a physical therapy clinic is crucial for patient flow and the overall administrative health of the practice. The Front Desk Coordinator is the first point of contact for all patients and visitors. This role is essential for ensuring a seamless, positive patient experience from check-in to check-out. The coordinator oversees the daily administrative operations of the front office and provides critical support to both patients and clinical staff, all while maintaining strict adherence to patient privacy and confidentiality.

Essential Duties and Responsibilities

Patient Experience & Communication

• Greeting & Check-In/Out: Warmly welcome patients and visitors. Ensure all necessary forms (new patient paperwork, consent forms) are completed and accurate. Check patients in and out of their appointments.
• Scheduling: Manage the clinic's calendar, scheduling, rescheduling, and canceling patient appointments efficiently to optimize therapist schedules.
• Phone Management: Answer multi-line phones in a professional and courteous manner, handle patient inquiries, redirect calls, and take detailed messages for clinical staff.
• Patient Liaison: Communicate delays in the schedule and answer routine, non-clinical questions about clinic policies, procedures, and their visit.
• Appointment Reminders: Call patients to confirm upcoming appointments, follow up on no-shows, and manage waitlists.

Billing and Insurance Administration

• Insurance Verification & Authorization: Verify patient insurance coverage and benefits before the initial appointment. Coordinate and obtain necessary pre-authorizations or referrals for treatment.
• Financial Collections: Accurately calculate and collect patient financial responsibilities at the time of service, including co-pays, deductibles, and co-insurance.
• Billing Support: Assist with patient billing, payment processing, and coordinating with the centralized billing office or external claims processors.
• Patient Financial Counseling: Explain basic insurance and billing information to patients in a clear and empathetic manner.

Record Keeping & Compliance

• Medical Records (EMR/EHR): Maintain, update, and file accurate patient electronic medical records (EMR) and charts, ensuring all patient demographics and financial information are current.
• Confidentiality: Uphold strict patient confidentiality and adhere to all federal regulations, including HIPAA.
• Documentation: Scan, fax, and manage incoming and outgoing medical documents, referrals, and reports.

Office Operations

• Office Maintenance: Ensure the front desk, waiting area, and common areas are tidy, organized, and well-stocked with necessary supplies.
• Inventory: Monitor and maintain an inventory of office supplies and place new orders as needed.
• Clerical Tasks: Perform general clerical and administrative duties, such as sorting mail, preparing correspondence, and managing office equipment (fax, copier, scanner).
• Team Support: Work cooperatively with physical therapists and physical therapist assistants to facilitate smooth patient flow.

✅ Qualifications and Skills

Required Qualifications

• Education: High school diploma or GED equivalent.
• Experience: Previous experience in a high-volume administrative, receptionist, or customer service role is required, with experience in Physical Therapy, Rehab & Fitness Clinic.
• Technical Proficiency: Competency with computer applications, including Microsoft Office (Word, Excel, Email), and experience with Electronic Medical Records (EMR) or Electronic Health Records (EHR) systems.

Key Skills & Competencies

Skill CategoryKey SkillsCommunication & ServiceExceptional Customer Service: Friendly, welcoming, and professional demeanor, especially with patients who may be in pain or anxious. Empathy and patience are critical.Strong Communication: Excellent verbal, written, and telephone etiquette. Ability to explain complex information (like insurance) clearly.Administrative & OrganizationalMultitasking: Ability to manage concurrent tasks, such as answering the phone while checking in a patient.Organization & Detail: Strong organizational skills and acute attention to detail to ensure accuracy in scheduling, billing, and patient records.Time Management: Effective in a fast-paced environment with the ability to prioritize tasks efficiently.Specialized KnowledgeMedical Terminology: Basic understanding of physical therapy and medical terminology.Insurance Knowledge: Familiarity with health insurance processes, including co-pays, deductibles, and the authorization process.

PRN Position with possibility to grow and progress to part time/full time position.

Schedule Variable in the beginning as needed: Three hours or more hours a day.

Monday to Friday: 9:30AM-12:30PM or 3PM-6PM (Possible hours/shift)

Preferred Qualifications

• One (1) year experience in a physical therapy clinic.
• Associate's degree in healthcare administration or a related field.

Pay: $17.00 - $20.00 per hour

Benefits:

• On-the-job training
• Relocation assistance

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $17 - $20