Supervisor - Patient Access

PT Solutions Physical Therapy•La Grange, WI

1d•$50,000 - $55,000•Onsite

About The Position

The District Supervisor, Patient Access Coordination oversees district-level access operations across a defined geographic area. This leader ensures consistent execution of patient access workflows, timely referral coordination, and a best-in-class patient experience. Supporting the Regional Manager, Patient Access Coordination, this role drives operational performance, coaching, and standardization across all clinics within the assigned district. The role requires being onsite in supported clinics 40 hours per week.

Requirements

Strong working knowledge of referral management, scheduling protocols, benefit verification, and insurance authorization workflows.
Excellent interpersonal, communication, analytical, and problem-solving skills.
Bachelor’s degree in Healthcare Administration, Business, or related field (or equivalent experience).
2+ years of experience in patient access, care coordination, or outpatient healthcare operations.

Nice To Haves

Experience with Epic or similar EHR platforms strongly preferred.
Patient access or medical front office supervisory experience preferred.

Responsibilities

Manage the hiring, staffing, training, scheduling and performance of Patient Access Coordinators within the district.
Conduct regular check-ins, performance evaluations, and skill development plans, to lead, coach and develop the district access coordinators.
Cascade regional-level goals and ensure alignment with organizational KPIs.
Foster a culture of accountability, collaboration, and patient-first service.
Oversee day-to-day referral coordination, follow-up scheduling, patient preparation, and front-end RCM readiness tasks across all clinics in the district.
Ensure consistent execution of standardized workflows, scripts, scheduling protocols, and documentation requirements.
Monitor district compliance with benefit verification, authorization, and scheduling prerequisites to support smooth therapy initiation.
Partner with regional leaders to support the resolution of operational gaps.
Ensure all Patient Access Coordinators deliver a warm, accurate, and proactive patient experience.
Review patient complaints, delays, and feedback to drive improvements and close service gaps.
Partner with clinic operations to remove obstacles impacting patient readiness or timely scheduling.
Track and report district KPIs including clinician schedule utilization, visits per evaluation, scheduling completion, financial clearance, and patient communication timeliness.
Utilize data to identify trends, workflow issues, and opportunities to increase throughput and minimize delays.
Support implementation of best practices originating from enterprise, division, or regional pilots.
Ensure regulatory and payer compliance is consistently met across the district.
Partner with clinic managers, regional access manager, regional clinical operations, and centralized access teams to ensure seamless coordination of patient access activities.
Serve as the primary operational link between patient access coordinators and regional operations and access managers.
Deliver training, onboarding, and ongoing competency development for Patient Access Coordinators.
Reinforce workflow standardization, documentation accuracy, insurance knowledge, and patient communication excellence.
Identify skill gaps and collaborate with enterprise training teams when needed.
Support district workforce planning, staffing models, and scheduling coverage for access coordinators.
Provide regular status updates, performance summaries, and improvement plans to the manager.
Support local change management as new tools, processes, and technologies are deployed.