Clinical Service Representative II - Program in Physical Therapy

Washington University in St. Louis; St. Louis (MO); On-site; USD 24,796 - 35,817; Full time

Benefits offered by this job

Vacation leave

Health insurance

Transit benefit

Job summary

Washington University in St. Louis is seeking an administrative assistant to support the Physical Therapy program. You will handle front desk tasks, scheduling, patient registration, co‑payments, and Epic In‑Basket communications across busy clinic locations.

The role requires strong medical office experience, familiarity with EPIC, and attention to billing accuracy. Normal office environment and potential exposure to blood‑borne pathogens are noted; this is a full‑time on‑site position with

Qualifications

• High school diploma or equivalent.
• Medical office experience preferred (2 years).
• BLS certification: AHA recommended; Red Cross acceptable.

Responsibilities

• Greet and verify patient registration in EPIC; process after-visit summaries.
• Collect co-payments and reconcile EPIC drawer balance.
• Review registration queues to support workflow.
• Assist with clinician appointment schedules and wait lists to keep slots full.
• Perform closing procedures and maintain exam rooms and waiting areas.

Skills

Customer service

Medical terminology

EMR systems

EPIC applications

Microsoft Office

Time management

Multitasking

Organizational efficiency

Detail‑oriented

Interpersonal communication

Working independently

Education

High school diploma or equivalent

Tools

EPIC

Job description

Position Summary

This role assists and supports the Physical Therapy program, clinicians and staff with patient flow and the smooth running of a fast‑paced office. Responsibilities include front desk and scheduling duties such as answering phone calls, greeting patients, verifying information, collecting co‑payments, assisting with MyChart and patient surveys, prepping exam rooms and coordinating communications using EPIC In‑Baskets. It also schedules new and return appointments, enters registration, verifies diagnosis, insurance and plan of care, and maintains medical record documentation and billing accuracy.

Scheduled Hours

40 hours per week.

Primary Duties & Responsibilities

• Greet, verify, and update patient registration information in EPIC in a timely manner; manage After‑Visit‑Summaries and ensure completion of patient visit processes.
• Collect co‑payments and supply fees, reconcile EPIC drawer balance, and assist with clinic deposits.
• Review registration work‑queues daily to support current workflow.
• Assist with daily clinician appointment schedules and manage the patient wait list to keep slots full.
• Perform clinic closing procedures, including reserving rooms for the next day and stocking, cleaning, and organizing supplies and waiting areas.
• Prepare and respond to medical record requests using the EPIC ROI function.
• Register and schedule new and returning patient appointments, cancel, reschedule, and document referrals in EPIC; act as liaison between consumers and the University.
• Manage internal and external referral orders, transcribing external orders into EPIC and attaching internal ones to appointments.
• Process and monitor Epic In‑Basket communication, assess consumer needs, take messages, and route calls or communications appropriately.
• Provide assistance and backup support to other clinical staff as needed; serve as backup during peak times, vacations and illnesses.
• Attend program, staff, clinical meetings and training sessions as relevant; perform additional duties assigned with occasional rotation between practice locations.

Working Conditions

• Direct patient care setting.
• Normal office environment.
• Exposure to blood‑borne pathogens.
• Requires protective devices.

Physical Effort

• Sitting at desk or table.
• Standing or walking.
• Bending, crouching, stooping.
• Repetitive wrist, hand or finger movement.
• Occasional lifting (25 lbs. or less).

Equipment

• Office equipment.
• Clinical/diagnostic equipment.

The above statements describe the general nature and level of work performed by people assigned to this classification. They are not an exhaustive list of all job duties performed.

Education – Required

High school diploma or equivalent certification or a combination of education and/or experience.

Certifications / Professional Licenses

• Basic Life Support – American Heart Association (online BLS without a skills assessment component is insufficient).
• Basic Life Support – American Red Cross.

Work Experience – Required

Medical office setting (2 years).

Skills

• Computer efficiency
• Confidentiality
• Critical thinking
• Customer service
• Detail‑oriented
• Effective written communication
• Electronic mail
• Electronic Medical Record (EMR) systems
• Epic applications
• High accuracy
• ICD coding
• Interpersonal communication
• Interpersonal interactions
• Managed care
• Medical scheduling
• Medical terminology
• Medicare plans
• Microsoft Office
• Multitasking
• Office equipment
• Organizational efficiency
• Professional etiquette
• Teamwork
• Time management
• Working independently

Driver's License

A driver's license is not required for this position.

Preferred Qualifications

No additional education, certifications, work experience or skills are required unless stated elsewhere in the posting.

Grade

C06‑H

Salary Range

$17.89 – $26.35 per hour

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Free Metro transit U‑Pass for eligible employees.
• Defined contribution (403(b)) retirement savings plan with employee and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more.

Family

• 4 weeks of caregiver leave to bond with a new child.
• Tuition coverage for employees and families, including 100% undergraduate tuition at WashU and 40% elsewhere after seven years.

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. The University’s policy is to provide equal opportunity and access to individuals in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.