Administrative Service Team (AST) Specialist

Olympic Sports & Spine; Washington (District of Columbia); 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

Job summary

Olympic Sports & Spine in the United States is seeking an Administrative Service Team Specialist for a full-time, onsite role at the Centralized Administrative Office in Washington. You will support new patient intake, scheduling, and referrals while delivering an exceptional patient experience.

The position operates Monday–Friday, 9:00 a.m. – 6:00 p.m., with a strong emphasis on teamwork, integrity, and quality care.

Qualifications

• High school diploma or equivalent with 1 year of office or clerical experience.
• Proficiency in Microsoft Word and Excel to support scheduling and data entry.
• Strong verbal and written communication and exceptional customer service.

Responsibilities

• Manage new patient intake, scheduling, and lead tracking.
• Use call center systems for outbound calls, texts, and follow-ups.
• Coordinate patient scheduling using clinic tools and insurance requirements.
• Prioritize urgent referrals and high-priority patients.
• Prepare paperwork and payment agreements and enroll patients in the portal.
• Monitor schedules and reassign patients to improve access.
• Notify clinic teams about same-day appointments and updates.
• Redirect referrals to appropriate locations based on capacity.
• Support Medicaid admission requirements and scheduling guidelines.
• Answer calls and manage voicemails, providing excellent service.

Skills

Strong communication

Customer service

Organizational skills

Problem solving

Phone etiquette

Interpersonal skills

Education

High school diploma or equivalent

Tools

Microsoft Office (Word & Excel)

Job description

Job Description

Administrative Service Team (AST) Specialist

Join

Olympic Sports & Spine (OSS)

Position Summary

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

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 Insurance401(k) with Company MatchLife Insurance