Clinic Operations Coordinator — PT Admin & Flexible Scheduling

Highbar Physical Therapy; Milton (MA); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Disability insurance

Life insurance

Wellness program

Paid holidays

Paid time off

Flexible hours

Volunteer opportunities

Job summary

Highbar Physical Therapy in Milton, MA is looking for a Site Coordinator to join our growing outpatient practice. You will support clinic operations, coordinate staffing, and ensure a high-quality patient experience at our Milton site or region.

You will train administrative staff, manage scheduling, monitor performance metrics, and liaise with the Clinic Director to drive efficiency and service excellence. This role emphasizes organization, communication, and meticulous record-keeping.

Qualifications

• High school diploma or GED required.
• Two to three years of related experience and/or training.
• Associate degree in healthcare administration or related field preferred.

Responsibilities

• Trains and onboards administrative staff (PCCs); trains Exercise Specialists on the administrative components of their role
• Under the direction of the Practice Manager assists in coordinating and scheduling PCCs and Exercise Specialists to ensure adequate administrative support
• Participates in making and implementing recommendations to promote clinic efficiency and effectiveness
• Responsible for the clinic's daily service excellence, including facility maintenance, IT issues, and excellent customer experience
• Monitors key performance metrics: cancellations, no-shows, visits, customer service, authorization metrics
• Oversees authorizations within the clinic or region
• Answers multiple line telephone system, obtaining demographic and insurance information from new patients being scheduled for an initial evaluation
• Collects co-payments from patients, clearly documenting transaction on a written receipt.
• Runs daily co-pay collection reports to ensure collection accuracy.
• Responsible for patient appointments, cancellations and reviewing therapist schedules to effectively fill openings through a medical records system, documenting pertinent conversations for future reference.
• Documents patient visits, faxing initial evaluations, discharge summaries and notes to the appropriate physician.
• Interfaces with insurance companies to obtain authorization for all insurances, including tracking visits approved.
• Negotiate payment terms with customers in accordance with established guidelines to minimize collection agency potential
• Regularly monitors patient accounts by frequently running detailed day sheet, POC compliance and balance report
• Completes weekly reporting and dashboard items such as: Affidavit reporting, eligibility dashboard and active cases

Job description

Highbar Physical Therapy in Milton, MA is looking for a Site Coordinator to join our growing outpatient practice. You will support clinic operations, coordinate staffing, and ensure a high-quality patient experience at our Milton site or region.

You will train administrative staff, manage scheduling, monitor performance metrics, and liaise with the Clinic Director to drive efficiency and service excellence. This role emphasizes organization, communication, and meticulous record-keeping.