Clinic Front Desk Lead: Patient Care & Scheduling

US Physical Therapy; Village of Babylon (NY); On-site; USD 22,000 - 30,000; Full time

Job summary

Metro Physical & Aquatic Therapy is seeking a Clinic Support Associate to handle front desk duties, patient check-in, scheduling, and basic clinical support. You will assist clinicians, manage patient flow, and ensure a welcoming experience for every patient.

The role requires strong communication, customer service, and teamwork, with familiarity in EMR systems and Google Suite. Long-term opportunities exist in a fast-growing, patient-centric environment.

Qualifications

• High school diploma or GED required.
• 1 year of medical office experience preferred, with familiarity in EMR systems a plus.
• 1 year of customer service experience preferred.
• Proficiency in Google Suite is required.
• Strong communication skills and the ability to interact professionally with customers, co-workers, and management.

Responsibilities

• Greets and welcomes patients and visitors with an upbeat attitude and warm, inviting smile—whether in person or over the phone—while answering or directing inquiries and efficiently checking in patients.
• Delivers a high level of customer service by ensuring patient satisfaction, optimizing provider time, and maximizing treatment room utilization through accurate appointment scheduling in person or via phone.
• Manages scheduling operations with a focus on growth, including maximizing provider availability and treatment room usage.
• Maintains on-time patient flow by promptly notifying clinicians of patient arrivals, monitoring service delivery against the schedule, and alerting providers of any delays.
• Receives and processes incoming faxes promptly, ensuring timely communication and documentation.
• Performs accurate data entry into the Electronic Medical Record (EMR) system, including patient information, treatment plans, and updates.
• Generates reports, logs, and lists, including financial reconciliations and patient retention tracking, with a high level of accuracy.
• Ensures co-pays are tallied, reconciled, and manages credit extended to patients.
• Sets up new and returning patient cases in Theraoffice, including obtaining and verifying demographic and insurance information.
• Contacts treating physicians to obtain updated prescriptions for Occupational and Physical Therapy treatments and obtains Plans of Care, updating the system accordingly.
• Assists patients during therapy by applying heat packs, paraffin dips, helping into pools and onto equipment, monitoring exercise, and guiding through prescribed routines.
• Educates patients on proper equipment use and exercise techniques to ensure safety and effectiveness.
• Prepares patients for therapy treatments by providing comfort, assistance, and reassurance.
• Provides information to patients by answering questions, addressing concerns, and alleviating fears with empathy and professionalism.
• Maintains patient confidentiality and protects sensitive information in compliance with HIPAA guidelines and clinic policies.
• Maintains a safe, clean, and organized environment by complying with all procedures, rules, and regulations.
• Performs light cleaning duties including laundry, treatment table turnover (cleaning and sanitizing), and garbage disposal to ensure a hygienic treatment area.
• Prepares 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.
• Answers calls from physicians, hospitals, and patients, demonstrating exemplary customer service skills.
• Maintains physical therapy supplies inventory by monitoring stock levels, anticipating needs, placing and expediting orders, and verifying receipt of supplies.
• Performs other duties and assignments as required to support clinic operations and patient care

Skills

Medical office experience

Customer service

Google Suite

Communication skills

Teamwork

Interpersonal skills

Adaptability

In-service training

Record-keeping

Problem solving

Time management

Independence

Long-term opportunities

Education

High school diploma or GED

Tools

EMR systems

Job description

Metro Physical & Aquatic Therapy is seeking a Clinic Support Associate to handle front desk duties, patient check-in, scheduling, and basic clinical support. You will assist clinicians, manage patient flow, and ensure a welcoming experience for every patient.

The role requires strong communication, customer service, and teamwork, with familiarity in EMR systems and Google Suite. Long-term opportunities exist in a fast-growing, patient-centric environment.