Front Desk Coordinator (East Meadow-Part Time)

About the role

We are currently hiring a Clinic Support Associate for immediate, long-term employment. You'll help manage front desk operations and assist clinicians with patient care — ensuring a smooth, welcoming experience for every patient. If you're looking for a hands-on role in a fast-growing field where you can make a real impact, this is a great opportunity to learn and grow with an expert team. Join a team that puts patients and people first.

Days & Hours: Monday/Wednesday 4pm-8pm, Tuesday/Thursday 8am-4pm

Responsibilities

• Greets and welcomes patients and visitors with an upbeat attitude and warm, inviting smile—whether in person or over the phone—while answering or directing inquiries and efficiently checking in patients
• Delivers a high level of customer service by ensuring patient satisfaction, optimizing provider time, and maximizing treatment room utilization through accurate appointment scheduling in person or via phone
• Manages scheduling operations with a focus on growth, including maximizing provider availability and treatment room usage
• Maintains on-time patient flow by promptly notifying clinicians of patient arrivals, monitoring service delivery against the schedule, and alerting providers of any delays
• Receives and processes incoming faxes promptly, ensuring timely communication and documentation
• Performs accurate data entry into the Electronic Medical Record (EMR) system, including patient information, treatment plans, and updates
• Generates reports, logs, and lists, including financial reconciliations and patient retention tracking, with a high level of accuracy
• Ensures co-pays are tallied, reconciled, and manages credit extended to patients
• Sets up new and returning patient cases in Theraoffice, including obtaining and verifying demographic and insurance information
• Contacts treating physicians to obtain updated prescriptions for Occupational and Physical Therapy treatments and obtains Plans of Care, updating the system accordingly
• Assists patients during therapy by applying heat packs, paraffin dips, helping into pools and onto equipment, monitoring exercise, and guiding through prescribed routines
• Educates patients on proper equipment use and exercise techniques to ensure safety and effectiveness
• Prepares patients for therapy treatments by providing comfort, assistance, and reassurance
• Provides information to patients by answering questions, addressing concerns, and alleviating fears with empathy and professionalism
• Maintains patient confidentiality and protects sensitive information in compliance with HIPAA guidelines and clinic policies
• Maintains a safe, clean, and organized environment by complying with all procedures, rules, and regulations
• Performs light cleaning duties including laundry, treatment table turnover (cleaning and sanitizing), and garbage disposal to ensure a hygienic treatment area
• Prepares treatment rooms by sterilizing and delivering equipment and supplies, positioning equipment for therapist access, assisting patients on equipment, and following prescribed protocols before patient arrival
• Answers calls from physicians, hospitals, and patients, demonstrating exemplary customer service skills
• Maintains physical therapy supplies inventory by monitoring stock levels, anticipating needs, placing and expediting orders, and verifying receipt of supplies
• Performs other duties and assignments as required to support clinic operations and patient care

Physical Requirements

• While performing the duties of this job, the staff member is frequently required to walk, stand; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear
• The staff member can regularly lift and/or move up to 40 pounds
• Specific vision abilities required by this job include close vision, distance vision, and depth perception
• The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, completing tasks and demands and to seek supervisory assistance as appropriate
• Incumbents within this position may be required to assist or find appropriate assistance to make accommodations for disabled individuals in order to ensure access to the company's services (may include: visitors, patients, staff members, or others)

Qualifications

• High school diploma or GED is required
• One (1) year of medical office experience preferred, with familiarity in EMR systems a plus
• One year of experience in a customer service-oriented role is strongly preferred
• Proficiency in Google Suite is required
• Strong communication skills and the ability to interact professionally with customers, co-workers, and management, while calmly and effectively resolving client concerns
• Ability to work effectively within a team environment
• Excellent interpersonal skills and the ability to quickly adapt to new programs
• Ability to successfully complete in-service training
• Ability to observe, evaluate, and record patients' conditions, reactions, and changes in physical condition
• Ability to maintain a professional attitude and conduct in the welfare of patients
• Strong record-keeping and report-writing skills
• Ability to use logic and problem-solving skills to resolve issues
• Ability to work independently under tight deadlines in a rapidly changing environment
• Excellent time management and organizational skills

Pay

The anticipated hourly pay range for this position is $17-20. Compensation is based on various factors, including relevant experience, knowledge, skills, other job-related qualifications, and geography.