Administrative Assistant - Outpatient Therapy Clinic

About the role

Be the Heart of Our Therapy Team! Are you organized, friendly, detail-oriented, and passionate about helping others? Our growing Outpatient Therapy Facility is seeking an Administrative Assistant who thrives in a fast-paced healthcare environment and enjoys making a positive impact on the patient experience from the very first phone call. As the first point of contact for our patients, you'll play a vital role in ensuring smooth daily operations, exceptional customer service, and seamless scheduling and insurance coordination.

Responsibilities

• Process and maintain patient charts, including gathering information from other facilities and departments as needed.
• Demonstrate proficiency in Epic and other healthcare software systems.
• Answer incoming calls professionally and accurately document and process information received.
• Maintain patient records, forms, and documentation in compliance with facility standards.
• Assist patients with registration and onboarding processes.
• Respond promptly and courteously to patient inquiries, requests, and concerns.
• Maintain a clean, organized, and welcoming office environment.
• Assist with inventory management of office and therapy supplies.
• Perform additional administrative duties as assigned.
• Contact patients within two business days of receiving a referral to schedule initial evaluations.
• Schedule follow-up appointments based on therapist recommendations and treatment plans.
• Follow up on missing referral information to ensure timely patient care.
• Verify active insurance coverage and confirm authorization approvals prior to patient visits.
• Help patients navigate scheduling and insurance-related questions with professionalism and compassion.

Requirements

• Excellent communication and customer service skills.
• Strong organizational and multitasking abilities.
• Attention to detail and accuracy in documentation.
• Experience with Epic or other electronic medical record systems preferred.
• Healthcare, medical office, or therapy clinic experience is a plus.
• Ability to work independently while supporting a collaborative team environment.

Qualifications

• Education: High School Diploma or GED required.
• Experience: One (1) year of previous medical office experience preferred. Experience with Epic or other electronic medical record systems preferred.

Skills

• Excellent communication and customer service skills.
• Strong organizational and multitasking abilities.
• Exceptional attention to detail and accuracy.
• Ability to work independently while contributing to a collaborative healthcare team.
• Professional, compassionate, and patient-focused approach.

Pay

Pay Rate Type: Hourly
Pay Grade: Health-22

Schedule

Scheduled Weekly Hours: 40
Work Shift: Day (United States of America)

Benefits

At our Outpatient Therapy Facility, we believe exceptional patient care begins with exceptional support staff. You'll be part of a dedicated team committed to helping patients regain function, improve mobility, and enhance their quality of life. If you're looking for a rewarding career where your organizational skills and compassion make a difference every day, we'd love to meet you. If you like working with energetic enthusiastic individuals, you will enjoy your career with us!