What are the responsibilities and job description for the Office Administrator/Receptionist position at IPA Physio?
Office Administrator for Physical Therapy Company
About us
IPA Physio OC is a high-end physical therapy clinic in Irvine, CA. We provide highly personalized care to clients in a concierge type clinical setting. We pride ourselves on teamwork, building lasting relationships, and providing the highest-quality healthcare.
IPA Physio Orange County
9891 Irvine Center Drive Suite 110
Irvine, CA 92618
IPA Physio is a growing network of physical therapy clinics throughout the US. The company is seeking to hire a part-time, self-motivated and growth-oriented business administrator that would be involved in the day to day operations of the Orange County locations (Irvine and Newport Beach) from the Irvine storefront. Potential for growth in responsibilities and position within the company.
Required education: BS or BA degree
Qualifications:
- Proficient in Excel, Word, and working knowledge of Google Apps (Google Calendar, Google Drive, Gmail, etc) and management through those softwares
- Necessary to be a competent self-learner and problem-solver
- Electronic medical record experience is strongly recommended
- Must be detail-oriented, very organized, and able to work independently and multi-task with excellent verbal & written communication skills.
- 1 years medical office experience is beneficial / a plus
- Experience with Apple products, Wordpress, Hootsuite, and Canva is a plus
Additional Requirements:
- Provide two or more references (at least one former employer)
- Willingness to undergo background check
Primary Responsibilities include:
- Patient management (greeting and front desk check-in, intake paperwork, scheduling, insurance verification, submitting and managing claims, collection of fees, answering phone calls, managing wait list, tracking referral sources, tracking PT referrals, reply to legal requests, etc.)
- Management of patients and scheduling for Newport location (virtually from Irvine storefront)
- Communication with MDs and referral sources - in-person, phone calls, emails, messaging
- Office management (inventory, faxing, mailing, general organization, verifying QuickBooks reports)
- Maintain Employee and Patient Records (physical and digital)
- Place orders for office (supplies, stationary, lunch, etc)
- Team management (book meetings and team events, goal setting, saturation reports)
- Maintaining all organizational systems
- Office systems: editing and maintaining of policies & procedures and systems to maintain consistency of administrative procedures at all clinics, and training of new office managers at other clinic locations.
- General upkeep of the office (light cleaning and sanitization, laundry, assist PTs with room maintenance)
- Management and creative input of social media platforms (ie. Facebook, Instagram, Twitter, Youtube, LinkedIn, Hootsuite, Canva). Experience with these platforms and basic editing strongly recommended
- Organize classes and workshops (Mailchimp, Zoom, Canva)
Job Type: Part-Time Opportunity (16-20 hours / week) - 3 month trial period
Compensation: $22.00 - $24.00 per hour based on qualifications (non-exempt employee)
Starting Benefits
- 6 days (48 hours) of paid sick leave per 12 month period
- Seven (7) company-wide holidays: New Year’s Day, Memorial Day, 4 of July, Labor Day, Thanksgiving Day, the day after Thanksgiving, and Christmas Day. (pro-rated pay based on number of hours worked per week)
- Flexibility to take unpaid time off
- Employee discount
Skills
- Heart for service and building community
- Excellent organizational and time-management skills
- Strong teamwork with fellow administrators and employees
- Teachable and willing to receive feedback
- Conversational and warm
- Confidence in handling difficult situations
- Strong written and oral communication skills
- Problem-solving attitude with an eye for detail
- Familiarity with common computer tasks including email, online messaging, Google Suite (email, drive, calendar, etc) and Microsoft office
- Familiarity with social media platforms such as Instagram, Facebook, LinkedIn, Twitter, etc.
- Proven experience as an Administrator, Administrative Assistant or relevant role is a plus
Job Type: Part-time
Pay: $22.00 - $24.00 per hour
Expected hours: 16 – 20 per week
Benefits:
- Employee discount
Schedule:
- 4 hour shift
- 8 hour shift
- Day shift
- Monday to Friday
- No weekends
Education:
- Associate (Required)
Experience:
- Customer service: 1 year (Preferred)
Work Location: In person
Salary : $22 - $24