Administrative Service Team (AST) Specialist

Olympic Sports and Spine; Tacoma (WA); On-site; USD 26,000 - 44,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401(k) with Company Match

Life Insurance

Health Savings Account (HSA)

Flexible Spending Account (FSA)

Paid Time Off (PTO)

Job summary

Olympic Sports & Spine is hiring an Administrative Service Team (AST) Specialist to support new patient intake, scheduling, and referrals. This onsite role provides a structured schedule from Monday to Friday, 9:00 a.m.

to 6:00 p.m., at our Centralized Administrative Office in Fife, WA, with a focus on delivering timely access to care. You will be the primary contact for patients, coordinating appointments and communications with clinics while ensuring excellent customer service and efficient

Qualifications

• High school diploma or equivalent.
• 1 year of office, administrative, customer service, scheduling, or clerical experience; or an equivalent combination of education and experience.
• Proficiency with Microsoft Word and Excel.
• Strong verbal and written communication and excellent customer service skills.

Responsibilities

• Manage new patient intake, scheduling, and lead-tracking for timely contact and appointment coordination.
• Use call center systems to perform outbound calls, texts, and follow-ups per protocol.
• Coordinate patient scheduling using clinic caseload tools, provider info, insurance, and patient preferences.
• Identify urgent referrals and high-priority patients to facilitate prompt scheduling.
• Complete intake procedures: collect patient data, send welcome messages, promote portal enrollment, prepare paperwork and payment agreements.
• Monitor schedules and reassign patients to improve access and reduce wait times.
• Communicate same-day appointment updates to clinic teams.
• Handle specialized scheduling: FCE and PGAP appointments.
• Assign and redirect referrals to appropriate locations based on capacity and guidelines.
• Support Medicaid admission requirements and ensure scheduling compliance.
• Answer calls and voicemails, delivering exceptional patient and referral-source service.

Skills

Microsoft Word

Microsoft Excel

Verbal communication

Written communication

Customer service

Organization

Problem solving

Multi-line phone

Interpersonal skills

Education

High school diploma or equivalent

1 year office/administrative experience

Job description

Administrative Service Team (AST) Specialist

Join Olympic Sports & Spine (OSS) as a Full-Time Administrative Service Team (AST) member and play a key role in delivering an exceptional patient experience. As part of a collaborative, customer-focused team, you'll support new patient intake, scheduling, and referral management while helping patients begin their path to recovery.

This onsite role offers a competitive pay range of $19.50 - $31.96 per hour and the opportunity to work in a professional, supportive environment that values integrity, teamwork, and excellence.

Schedule: Monday–Friday, 9:00 a.m. – 6:00 p.m.

Location: Centralized Administrative Office, Fife, WA

Position Summary

The Administrative Service Team (AST) Specialist serves as a primary point of contact for new and existing patients, managing scheduling, referral coordination, intake processes, and communication with clinics. This role ensures patients receive timely access to care while supporting clinic operations through efficient scheduling and administrative support.

Essential Duties and Responsibilities

• Manage new patient intake, scheduling, and lead-tracking activities to ensure timely patient contact and appointment coordination.
• Utilize call center systems to conduct outbound calls, texts, and follow-up communications with prospective and waitlisted patients according to established protocols.
• Coordinate patient scheduling using clinic caseload management tools, provider specialty information, insurance requirements, and patient preferences.
• Identify and prioritize urgent referrals and high-priority patients to facilitate prompt scheduling.
• Complete intake procedures, including collecting patient information, sending welcome communications, promoting patient portal enrollment, and preparing patients for required paperwork and payment agreements.
• Monitor clinic schedules and reassign patients when appropriate to improve access, reduce wait times, and accommodate patient‑specific needs.
• Communicate same‑day new patient appointments and scheduling updates to clinic teams.
• Manage specialized scheduling processes, including Functional Capacity Evaluations (FCE) and Progressive Goal Attainment Program (PGAP) appointments.
• Assign and redirect referrals to appropriate clinic locations based on capacity, wait times, referral requirements, and operational needs.
• Support Medicaid admission requirements and ensure compliance with applicable scheduling guidelines.
• Answer incoming calls, manage voicemail communications, and provide exceptional customer service to patients and referral sources.

Qualifications

• Proficiency in Microsoft Office, including Word and Excel.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to gather information, solve problems, and make informed decisions in a fast‑paced environment.
• Ability to operate a multi‑line phone system professionally and efficiently.
• Ability to build and maintain positive working relationships with patients, providers, staff, and the public.

Education & Experience

Minimum Requirements

• High school diploma or equivalent.
• One year of office, administrative, customer service, scheduling, or clerical experience; or an equivalent combination of education and experience.

Benefits

• Eligible employees receive a comprehensive benefits package, including:
• Medical, Dental, and Vision Insurance
• 401(k) with Company Match
• Life Insurance
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Paid Time Off (PTO)

View our benefits summary: https://www.osstherapy.com/employee-benefits

Equal Opportunity Employer

We are an equal opportunity employer and value diversity at our company. We do not discriminate based on age, ancestry, citizenship, color, ethnicity, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or invisible disability status, political affiliation, veteran status, race, religion, or sexual orientation.

As part of our commitment to maintaining a safe and compliant workplace, all offers of employment at Olympic Sports & Spine are contingent upon the successful completion of a thorough background screening process. This may include, but is not limited to, verification of employment history, education, credit check (where applicable), criminal record check, and reference checks.

By submitting your application for this position, you acknowledge and consent to the background screening process. Any offer of employment will be conditional until the screening process is completed and the results are deemed satisfactory by Olympic Sports & Spine.

Olympic Sports & Spine is an equal opportunity employer and will comply with all applicable local, state, and federal laws regarding background screening.