Site Coordinator/Office Manager

Highbar Physical Therapy•Pawtucket, RI

About The Position

Highbar Physical Therapy is seeking a Site Coordinator/Office Manager for its growing outpatient physical therapy practice. The role provides administrative training, oversees day-to-day clinic activities and authorizations within a clinic or region, and communicates closely with the Clinic Director. The position works within a collaborative team structure and requires handling a range of administrative responsibilities. The Site Coordinator trains and onboards administrative staff and trains Exercise Specialists on the administrative components of their roles. Under the direction of the Practice Manager, the role helps coordinate and schedule PCCs and Exercise Specialists to ensure adequate administrative support. It supports clinic efficiency, service excellence, facility maintenance, IT issues, and a positive patient experience. The role also handles scheduling, patient documentation, insurance authorizations, payments, account monitoring, and regular reporting. Highbar describes itself as a leading outpatient physical therapy practice with locations across New England, bringing together musculoskeletal health expertise and individualized patient care.

Requirements

High school diploma or GED.
Two to three years of related experience and/or training.

Nice To Haves

Associate degree in healthcare administration or a related field of study preferred.

Responsibilities

Train and onboard administrative staff (PCCs), and train Exercise Specialists on the administrative components of their roles.
Under the direction of the Practice Manager, assist in coordinating and scheduling PCCs and Exercise Specialists to ensure adequate administrative support.
Participate in making and implementing recommendations to promote clinic efficiency and effectiveness.
Oversee the clinic’s daily service excellence, including facility maintenance, IT issues, and customer experience.
Monitor key performance metrics, including cancellations, no-shows, visits, customer service, and authorization metrics.
Oversee authorizations within the clinic or region.
Answer a multiple-line telephone system and obtain demographic and insurance information from new patients being scheduled for an initial evaluation.
Collect patient co-payments and document transactions on written receipts.
Run daily co-pay collection reports to ensure collection accuracy.
Manage patient appointments and cancellations, and review therapist schedules to fill openings effectively; document pertinent conversations for future reference in a medical records system.
Document patient visits and fax initial evaluations, discharge summaries, and notes to the appropriate physician.
Interface with insurance companies to obtain authorizations for all insurances and track approved visits.
Negotiate payment terms with customers in accordance with established guidelines to minimize the potential for collection agency involvement.
Monitor patient accounts by frequently running detailed day sheets, POC compliance reports, and balance reports.
Complete weekly reporting and dashboard items, including Affidavit reporting, eligibility dashboards, and active cases.
Perform other duties as assigned.