Front Desk Coordinator (Full Time-TSI Massapequa)

About the role

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, driven by a mission to continually invest in our people and offer the best workplace environment possible.

We are hiring a Clinic Support Associate for immediate, long-term employment. The role combines front desk operations and clinical aide duties — managing scheduling, patient check-in, insurance verification, and assisting clinicians with patient care including modalities, exercise guidance, and equipment setup. This is a hands-on opportunity in a fast-growing field with an expert team that puts patients and people first.

Schedule

Monday–Friday, 11:30 am–8:00 pm

Responsibilities

• Greet and welcome patients and visitors in person and by phone with an upbeat attitude; answer and direct inquiries; efficiently check in patients.
• 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 promptly notifying clinicians of arrivals, monitoring service delivery against the schedule, and alerting providers of delays.
• Receive and process incoming faxes promptly for 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; update 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 to ensure a hygienic treatment area.
• Prepare 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.
• Answer calls from physicians, hospitals, and patients with exemplary customer service skills.
• Maintain physical therapy supplies inventory by monitoring stock levels, anticipating needs, placing and expediting 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 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.
• Regularly lift and/or move up to 40 pounds.
• Specific vision abilities required: close vision, distance vision, and depth perception.
• Must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple competing tasks and demands, seeking supervisory assistance as appropriate.
• May be required to assist or find appropriate assistance to make accommodations for disabled individuals to ensure access to the company’s services (visitors, patients, staff, or others).

Qualifications

• High school diploma or GED required.
• One (1) year of medical office experience preferred; familiarity with EMR systems a plus.
• One year of experience in a customer service‑oriented role strongly preferred.
• Proficiency in Google Suite required.
• Strong communication skills and 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 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.
• 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 various factors, including relevant experience, knowledge, skills, other job‑related qualifications, and geography.