Front Desk Administrator

Front Desk Administrator - Physical Therapy Clinic

Aline Physical Therapy is a wellness focused physical therapy clinic in Malvern, PA that specializes in pelvic floor physical therapy along with orthopedic physical therapy. Aline focuses on implementing three components into every patient's care, biomechanical correction, manual therapy, and an education that will help serve them both while they are patients and in the future. The one on one patient experience allows for a more profound relationship between therapist and patient to increase understanding of each other and patients’ struggles and achievements.

We are looking for a front Desk Admin to join our team for 15-20 hours per week, 4-5 hours, 4-5 days per week. This is a part time hourly position with potential to transition to a full-office manager role. No Benefits provided at this time.

A Front Desk Administrator in a Physical Therapy Clinic plays a crucial role in the smooth operation of the facility and in providing a positive experience for patients. Here's a comprehensive job description:

Job Summary: The Front Desk Administrator is the first point of contact for patients and visitors entering the physical therapy clinic. This individual is responsible for providing exceptional customer service, managing administrative tasks efficiently, and ensuring a welcoming and organized environment. The Front Desk Administrator plays a vital role in patient flow, scheduling, and maintaining accurate patient records, contributing significantly to the overall success of the clinic.

Key Responsibilities:

1. Patient Reception & Customer Service:

• Warmly greet and welcome patients and visitors upon arrival.
• Answer multi-line phone systems, screen calls, and direct them appropriately.
• Provide clear and concise information to patients regarding appointments, services, and clinic policies.
• Address patient inquiries and concerns with professionalism and empathy, escalating to appropriate personnel when necessary.
• Maintain a tidy and organized waiting area.

2. Scheduling & Appointment Management:

• Schedule and confirm patient appointments (initial evaluations, follow-up visits) according to therapist availability and clinic protocols.
• Manage appointment cancellations, reschedules, and no-shows efficiently.
• Send appointment reminders to patients (calls, texts, emails).
• Optimize therapist schedules to maximize patient care and clinic efficiency.

3. Patient Registration & Data Management:

• Accurately register new patients, collecting and verifying demographic, insurance, and medical history information.
• Update existing patient records as needed, ensuring data accuracy and completeness.
• Scan and upload patient documents (referrals, insurance cards, consent forms) into the electronic health record (EHR) system.
• Maintain patient confidentiality in accordance with HIPAA regulations.

4. Insurance Verification & Billing Support:

• Verify patient insurance benefits and eligibility prior to appointments.
• Communicate insurance details, co-pays, and deductibles to patients clearly.
• Collect co-payments, deductibles, and outstanding balances at the time of service.
• Process payments accurately and issue receipts.
• Assist with basic billing inquiries and liaise with the billing department as needed.

5. Administrative & Clerical Support:

• Manage incoming and outgoing mail and faxes.
• Order and maintain office supplies.
• Assist with maintaining therapist schedules and managing patient flow through the clinic.
• Perform general clerical duties such as filing, copying, and data entry.
• Assist with maintaining clinic cleanliness and organization.

6. Communication & Collaboration:

• Communicate effectively with physical therapists, physical therapist assistants, and other clinic staff.
• Relay important patient information or concerns to the appropriate clinical staff.
• Collaborate with the billing department to resolve patient account issues.
• Participate in team meetings and training sessions as required.

Qualifications:

• High school diploma or equivalent required; Associate's degree or higher preferred.
• Minimum of 1-2 years of experience in a front desk, administrative, or customer service role, preferably in a healthcare setting (medical, dental, or physical therapy office).
• Proficiency in using electronic health record (EHR) systems and practice management software.
• Strong computer skills, including Microsoft Office Suite (Word, Excel, Outlook).
• Excellent verbal and written communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong interpersonal skills with a patient-centered approach.
• Ability to maintain confidentiality and adhere to HIPAA regulations.
• Knowledge of medical terminology, particularly related to physical therapy, is a plus.
• Positive attitude and a professional demeanor.

Job Type: Part-time

Pay: $15.00 - $18.00 per hour

Expected hours: 15 – 20 per week

Work Location: In person