Administrative Assistant

Balanced Physical Therapy Wellness is committed to providing an exceptional multidisciplinary patient care experience that promotes healing & recovery in a compassionate environment to meet the needs of each individual patient. We are guided by achieving compassion, integrity, service, teamwork, and a commitment to excellence. Balanced Physical Therapy was established in 2015 with the mission of creating a fun, vibrant family practice environment emphasizing compassionate patient care by knowledgeable, energetic therapists. This philosophy, along with an excellent team of very skilled and accomplished therapists has helped Balanced Physical Therapy Wellness grows from a small, two therapist clinic into a thriving multi-specialty practice with 8 clinics and 90 employees in just 9 years.

Best Place to work 2024, 2023 and 2022!

Job Summary:

The Administrative Assistant will play a vital role in supporting the day-to-day administrative functions of our Balanced Physical Therapy Wellness office. This role includes managing patient communications, scheduling appointments, handling billing and insurance claims, and providing general office support. The ideal candidate is detail-oriented, friendly, and able to manage multiple tasks efficiently in a healthcare setting.

Job Duties:

· Front Desk Reception: Greet patients and visitors in a friendly, professional manner. Manage patient check-in and check-out procedures, ensuring all necessary paperwork is completed accurately and promptly. Answer phone calls and respond to emails in a professional and courteous manner. Check voicemail throughout the day and return calls as appropriate.

· Appointment Scheduling: Coordinate and schedule patient appointments using clinic management software, ensuring optimal utilization of clinical staff and resources. Follow up with patients regarding appointment reminders, cancellations, or rescheduling. Follow up on previous day evaluations & any re-examination to make sure scheduled out correctly & that notes are sent out to providers. Follow up on same day cancellations &/or no shows. Move and/or cancel Patients scheduled if a Physical Therapist calls in.

· Patient Communication: Answer phone calls, respond to patient inquiries, and provide information about clinic services. Direct calls and messages to the appropriate staff members.

· Insurance Verification and Billing Support: Assist with verifying patient insurance coverage, collecting co-pays, and updating patient billing information. Collaborate with the billing department to resolve any insurance or payment issues.

· Medical Records Management: Maintain accurate and up-to-date patient records, including filing, scanning, and entering data into the electronic health records (Prompt) system. Ensure compliance with HIPAA regulations regarding patient confidentiality and information security.

· Administrative Support: Provide general administrative support to the clinic, including preparing correspondence, managing office supplies, and assisting with various clerical tasks as needed. Coordinates all Rehabilitation Technician schedules and requests for Personal Time Off.

· Coordination and Communication: Coordinate with physical therapists and other healthcare professionals to ensure smooth patient flow and effective communication between departments.

· Patient Experience: Ensure a positive and welcoming experience for all patients. Address patient concerns and complaints professionally and promptly, escalating issues to the Clinic Director-Owner as needed.

· Facility Maintenance: Help maintain a clean, organized, and welcoming clinic environment. Ensure waiting areas, reception, and treatment rooms are tidy, cleaned and well-stocked with necessary supplies. Ensure all laundry is completed timely each day. Coordinate with the Facility Coordinator for Balanced PT W for facility maintenance, repairs, and services as needed.

· Compliance and Protocols: Adhere to clinic policies, procedures, and protocols, including safety guidelines and regulations. Assist in maintaining compliance with all relevant federal, state, and local healthcare regulations.

· Clinical Support: Proactively provide assistance to Clinic Manager, Physical Therapists, and Physical Therapist Assistants.

Qualifications:

· Education: High school diploma or equivalent; additional education, college coursework or certification in medical administration is a plus.

· Experience: Minimum of 2-4 years of experience in office management, preferably in a healthcare or physical therapy clinic setting.

Skills:

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

· Strong organizational and multitasking abilities.

· Excellent interpersonal and communication skills.

· Knowledge of medical terminology and insurance processes is beneficial.

· Ability to handle sensitive and confidential information with professionalism.

· Friendly, patient-focused attitude with a commitment to providing exceptional customer service.

Personal Attributes:

· Detail-oriented, proactive, and able to handle a fast-paced environment.

· Compassionate and patient-focused with a commitment to providing excellent customer service.

· Flexible and adaptable to changing priorities and clinic needs.

Offering:

• Competitive Pay
• Health Benefits (Medical, Vision, Dental)
• Personal Time Off & Holiday Pay
• 401(k) Retirement plan with Employer Match
• Life Insurance

Job Type: Full-time | Monday - Friday

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person