Administrative Assistant - Front Office

RehabVisions; Bel-Aire (WA); On-site; USD 25,000 - 29,000; Full time

Benefits offered by this job

Flexible work environment

Competitive base pay

401k with company match

Internal CEU opportunities

Life Insurance

PTO and six paid holidays

Company paid short-term disability

Job summary

RehabVisions seeks a dedicated Administrative Assistant to support the rehabilitation services department in a busy outpatient PT office. This full-time role involves answering phones, greeting patients, verifying insurance, scheduling, and processing intake forms with keen attention to accuracy and confidentiality.

Ideal candidates have 1–3 years of medical office experience and a strong customer service mindset.

Qualifications

• High school diploma or GED required.
• 1–3 years of related experience preferred.
• Medical office experience is preferred.

Responsibilities

• Answer phones and take accurate messages in a professional manner.
• Greet patients/clients and visitors in a friendly manner.
• Assist with patient intake, insurance verification/authorization, and scheduling.
• Maintain confidentiality per HIPAA and department policies.
• Prepare documentation including insurance benefits and reports in a timely manner.
• Support therapists with scheduling and charting needs.
• Attend department meetings and comply with policies.

Skills

Data entry

Customer service

Phone communication

Attention to detail

Education

High school diploma or GED

Job description

Current job opportunities are posted here as they become available.

• Front facing Administrative Assistant for busy outpatient hospital based physical therapy office
• Monday - Friday, fulltime, open to 30-40 hours/week
• Pay range $17.50 – $21/hour, depending on experience
• Direct patient involvement, excellent customer service a must
• Medical office experience preferred

The Administrative Assistant supports the department of rehabilitation services by answering phones, taking messages, greeting patients/clients, managing schedules, managing insurance verification/authorization, maintaining a clean and organized department/clinic for efficient operations, and other diverse duties as requested or required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned.

• Answer phones and take accurate messages in a professional manner.
• Greet all patients/clients, family, caregivers and/or visitors to the department/clinic in a friendly manner.
• Handle and respond to all therapy referrals in a timely manner, acquiring all necessary information. Develop effective rapport with referring healthcare practitioners.
• Conduct initial registration of patients/clients to include interviews with the patient/client, family, and/or caregiver to obtain all required information.
• Assist patients/clients, family, and/or caregiver with completion of all necessary paperwork to include, but not limited to, intake forms, medical history, medications, and insurance.
• Prepare necessary documentation including insurance benefits, insurance verification/authorization, reports/logs, and order forms, etc. in a timely manner according to federal, state and facility‑specific rules and regulations.
• Consult with members of the rehabilitation team to help maintain appropriate treatment schedules taking into consideration the needs of the therapist, patient/client, family and/or caregiver, as well as tracking/scheduling of supervisory visits. Demonstrate the ability to handle changing schedules of patients/clients.
• Assist therapists with tracking, collecting, and maintaining plan of care certifications and re-certifications according to federal, state and facility‑specific rules and regulations.
• Assist with patient/client appointment reminders as necessary.
• Maintain confidentiality of all patient/client protected health information according to Health Insurance Portability and Accountability Act (HIPAA) and facility‑specific rules and regulations.
• Collect patient/client payment(s) according to facility‑specific guidelines and/or direct patients/clients to appropriate accounting staff when necessary. Assist the billing team with insurance claims/denials to secure reimbursement as needed.
• Present a positive service-oriented approach with patients/clients, family, caregivers, facility staff, and co‑workers at all times.
• Assist with orientation of new staff, volunteers, and students.
• Assist with equipment maintenance and monitor supply inventory. Help maintain cleanliness of the rehabilitation department/clinic.
• Demonstrate ongoing commitment to reducing costs and improving productivity in the rehabilitation department/clinic.
• Maintain positive working relationships with the healthcare team, patient/client, family, and caregiver.
• Complete RehabVisions and facility reports as required.
• Attend department/clinic meetings and conferences.
• Understand and comply with RehabVisions’ policies and procedures, including but not limited to, universal precautions, safety, risk, and emergency.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• High school diploma or general education degree (GED)
• One to three (1-3) years of related experience and/or training
• Equivalent combination of education and experience

OTHER SKILLS AND ABILITIES

• Data entry experience and accurate typing abilities.
• Ability to relate positively, professionally, and cooperatively with others.
• Demonstrate flexibility and willingness to change and learn when necessary for efficient departmental/clinic operations.
• Ability to perform the essential work functions of this job, with or without reasonable accommodations.

Our full-time therapists are also eligible for a competitive benefits offering, including:

• Flexible work environment
• Competitive base pay
• 401k with company match
• Internal CEU opportunities
• Life Insurance
• Accidental death and dismemberment
• PTO and six paid holidays
• Company paid short-term disability

RehabVisions is an Equal Opportunity and FMLA-compliant employer.