Front Desk Coordinator (Full Time)

About the role

Metaphysical & Aquatic Therapy is a comprehensive multidisciplinary company offering Physical, Occupational, Speech Therapy, Massage, and Acupuncture services. We strive to create a supportive and engaging workplace culture.

Responsibilities

• Greets and welcomes patients and visitors with a warm smile, answering or directing inquiries, and efficiently checking in patients.
• Delivers high-level customer service by ensuring patient satisfaction, optimizing provider time, and maximizing treatment room utilization through accurate appointment scheduling.
• Maintains on-time patient flow by promptly notifying clinicians of patient arrivals, monitoring service delivery against the schedule, and alerting providers of any delays.
• 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.
• Tallies co-pays, reconciles payments, 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 and obtains Plans of Care, updating the system accordingly.
• Aids 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

• Frequent walking, standing, sitting, reaching, climbing, balancing, stooping, kneeling, crouching, crawling.
• Regular lifting and moving up to 40 pounds.
• Close vision, distance vision, and depth perception required.

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 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.

Additional Information

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.