Front Desk Coordinator (East Setauket-Full Time)

Metro Physical & Aquatic Therapy is a comprehensive multidisciplinary company offering Physical, Occupational, Speech Therapy, Massage, and Acupuncture services. We take pride in inspiring our team to create lasting bonds with patients, doctors, and the community. Our mission is to continually invest in our people and provide the best workplace environment.

About the role

We are hiring a Clinic Support Associate for immediate, long-term employment. This hands-on role involves managing front desk operations and assisting clinicians with patient care to ensure a smooth, welcoming experience. It’s an opportunity to learn and grow with an expert team in a fast-growing field.

Responsibilities

• Greet and welcome patients and visitors with an upbeat attitude, whether in person or over the phone, while efficiently checking in patients and directing inquiries.
• Deliver high-level customer service by ensuring patient satisfaction, optimizing provider time, and maximizing treatment room utilization through accurate appointment scheduling.
• Manage scheduling operations with a focus on growth, including maximizing provider availability and treatment room usage.
• Maintain on-time patient flow by notifying clinicians of arrivals, monitoring service delivery, and alerting providers of delays.
• Receive and process incoming faxes promptly to ensure timely communication and documentation.
• Perform accurate data entry into the Electronic Medical Record (EMR) system, including patient information, treatment plans, and updates.
• Generate reports, logs, and lists, including financial reconciliations and patient retention tracking, with high accuracy.
• Ensure co-pays are tallied, reconciled, and manage credit extended to patients.
• Set up new and returning patient cases in Theraoffice, including obtaining and verifying demographic and insurance information.
• Contact treating physicians to obtain updated prescriptions for Occupational and Physical Therapy treatments and Plans of Care, updating the system accordingly.
• Assist patients during therapy by applying heat packs, paraffin dips, helping into pools and onto equipment, monitoring exercise, and guiding through prescribed routines.
• Educate patients on proper equipment use and exercise techniques to ensure safety and effectiveness.
• Prepare patients for therapy treatments by providing comfort, assistance, and reassurance.
• Provide information to patients by answering questions, addressing concerns, and alleviating fears with empathy and professionalism.
• Maintain patient confidentiality and protect sensitive information in compliance with HIPAA guidelines and clinic policies.
• Maintain a safe, clean, and organized environment by complying with all procedures, rules, and regulations.
• Perform light cleaning duties, including laundry, treatment table turnover (cleaning and sanitizing), and garbage disposal.
• Prepare treatment rooms by sterilizing and delivering equipment and supplies, positioning equipment for therapist access, and assisting patients on equipment.
• Answer calls from physicians, hospitals, and patients, demonstrating exemplary customer service skills.
• Maintain physical therapy supplies inventory by monitoring stock levels, anticipating needs, placing orders, and verifying receipt of supplies.
• Perform other duties and assignments as required to support clinic operations and patient care.

Physical Requirements

• Frequently required to walk, stand, sit, use hands to handle objects/tools, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and talk or hear.
• Regularly lift and/or move up to 40 pounds.
• Specific vision abilities required include close vision, distance vision, and depth perception.

The above statements describe the general nature and level of work for this position. The role requires the ability to work in a fast-paced environment, juggle multiple tasks, and prioritize effectively. Incumbents may need to assist or arrange accommodations for disabled individuals to ensure access to services.

Qualifications

• High school diploma or GED is required.
• One 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 resolving concerns effectively.
• Ability to work effectively within a team environment.
• Excellent interpersonal skills and the ability to adapt quickly to new programs.
• Ability to complete in-service training successfully.
• Ability to observe, evaluate, and record patients' conditions, reactions, and changes in physical condition.
• 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.

We’re looking for career-minded individuals interested in long-term opportunities, not seasonal or temporary roles.

Pay

The anticipated hourly pay range for this position is $17–20. Compensation is based on factors such as relevant experience, knowledge, skills, qualifications, and geography.

Schedule

Monday–Friday, 8:00 AM–4:30 PM.