Outpatient Ortho/Sports Physical Therapy Practice Manager

Small outpatient ortho/sports physical therapy practice office manager is responsible for the day-to-day administrative operations of the clinic, including patient scheduling, insurance verification, billing, staff management, maintaining patient records, and ensuring smooth patient flow, while collaborating closely with the physical therapists to optimize practice efficiency and patient satisfaction within a small-scale setting. 

Key responsibilities:

• Patient Management:

  • Scheduling patient appointments and managing cancellations/rescheduling. 
  • Verifying insurance benefits and eligibility. 
  • Patient registration and intake process. 
  • Collecting patient demographics and medical history. 
  • Maintaining accurate patient records and confidentiality. 

• Billing and Administrative Operations:

  • Submitting accurate insurance claims and managing billing codes for outsourced billing service. 
  • Following up on outstanding balances and managing patient payments. 
  • Maintaining accurate billing records and reports. 
  • Monitoring practice revenue and identifying potential billing issues. 

• Staff Management:

  • Overseeing front desk staff, including scheduling, training, and performance evaluations. 
  • Coordinating staff schedules to ensure optimal clinic coverage. 
  • Addressing staff concerns and maintaining positive team dynamics. 

• Clinic Operations:

  • Managing inventory of supplies and equipment. 
  • Maintaining a clean and organized clinic environment. 
  • Coordinating with therapists to ensure smooth patient flow. 
  • Monitoring practice KPIs (key performance indicators) to identify areas for improvement. 

• Marketing and Outreach:

  • Assisting with marketing initiatives to attract new patients. 
  • Managing online patient reviews and reputation management. 
  • Coordinating community outreach programs 

Required Skills:

• Excellent communication and interpersonal skills to interact effectively with patients, therapists, and insurance companies. 
• Strong organizational and time management abilities to handle multiple tasks simultaneously. 
• Proficiency in electronic health records (EHR) and practice management software. 
• Knowledge of medical billing codes and insurance regulations. 
• Detail-oriented with a focus on accuracy and compliance.