Administrative Service Team (AST) Specialist

Olympic Sports and Spine; Tacoma (WA); On-site; USD 27,000 - 44,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

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 in Washington state is seeking a full-time Administrative Service Team (AST) Specialist to be the primary contact for new and existing patients, handling scheduling, intake, and referrals while supporting clinics.

This on-site role offers a competitive pay range of $19.50–$31.96 per hour and a schedule Monday–Friday, 9:00 a.m.–6:00 p.m., with a comprehensive benefits package and a collaborative team environment.

Qualifications

• High school diploma or equivalent.
• 1 year of office, administrative, scheduling, or clerical experience; or an equivalent combination of education and experience.
• Proficiency in Microsoft Office (Word, Excel) and strong communication skills.

Responsibilities

• Manage new patient intake, scheduling, and lead-tracking activities.
• Conduct outbound calls, texts, and follow-up communications with prospective and waitlisted patients.
• Coordinate patient scheduling using clinic caseload management tools and patient preferences.
• Identify and prioritize urgent referrals and high-priority patients for prompt scheduling.
• Assist with intake procedures, including collecting patient information and promoting patient portal enrollment.
• Communicate scheduling updates to clinic teams and reallocate appointments as needed.
• Support Medicaid admission requirements and ensure scheduling guidelines are followed.

Skills

Customer service

Scheduling

Communication

Organizational skills

Phone system operation

Education

High school diploma or equivalent

1 year admin/clerical experience

Tools

Microsoft Word

Microsoft Excel

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.