Front Desk Coordinator (Full Time)

Usphysicaltherapy2; Town of Babylon (NY); On-site; USD 40,000 - 56,000; Full time

Job summary

Usphysicaltherapy2 is hiring a Clinic Support Associate in New York to handle front desk duties and assist clinicians with patient care. You will manage patient check-ins, scheduling, and data entry in the EMR, while maintaining HIPAA compliance. The role supports therapists, ensures a smooth patient flow, and fosters a welcoming clinic environment.

The position offers ongoing, long‑term employment with opportunities to learn and grow within a fast‑growing therapy team.

Qualifications

• High school diploma or GED required.
• 1 year of medical office experience preferred, EMR familiarity a plus.
• 1 year of customer service experience strongly preferred.
• Proficiency in Go.

Responsibilities

• Greets and welcomes patients and visitors with an upbeat attitude and warm, inviting smile while directing inquiries and checking in patients.
• Delivers high-level customer service, optimizes provider time, and maximizes treatment room utilization via accurate appointment scheduling.
• Manages scheduling operations with a focus on growth and maximizing provider availability and room usage.
• Maintains on-time patient flow by notifying clinicians of arrivals and delays, and monitoring service delivery against the schedule.
• Receives and processes incoming faxes promptly, ensuring timely communication and documentation.
• Performs accurate data entry into the EMR system including patient information and treatment plans.
• Generates reports, logs, and lists, including financial reconciliations and patient retention tracking.
• Ensures co-pays are tallied, reconciled, and manages credit extended to patients.
• Sets up new and returning patient cases in Theraoffice and verifies demographic and insurance data.
• Contacts treating physicians to obtain updated prescriptions and Plans of Care; updates the system accordingly.
• Assists patients during therapy, applying heat packs and guiding through prescribed routines.
• Educates patients on equipment use and exercise techniques for safety and effectiveness.
• Prepares patients for therapy treatments with comfort and reassurance.
• Provides information to patients, answering questions with empathy and professionalism.
• Maintains patient confidentiality per HIPAA and clinic policies.
• Keeps a safe, clean, organized environment and performs light cleaning duties.
• Prepares treatment rooms, sterilizes equipment, and supports therapist access.
• Answers calls from physicians, hospitals, and patients with excellent service.
• Maintains inventory of PT supplies and anticipates needs.

Skills

Customer service

EMR experience

Education

High school diploma or GED

Tools

Go

Job description

We are currently hiring a Clinic Support Associate for immediate, long-term employment. Our expectations of a clinic support associate is to do any clinic support duties such as Front Desk and Aiding. You'll help manage front desk operations and assist clinicians with patient care - ensuring a smooth, welcoming experience for every patient.

If you're looking for a hands-on role in a fast-growing field where you can make a real impact, this is a great opportunity to learn and grow with an expert team.

Days & Hours

Monday-Thursday 1130am-8pm, Friday 930am-6pm

Essential 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.

Physical Requirements

While performing the duties of this job, the staff member is frequently required to walk, stand; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The staff member can regularly lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception.

The above statements are meant to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, completing tasks and demands and to seek supervisory assistance as appropriate.

Incumbents within this position may be required to assist or find appropriate assistance to make accommodations for disabled individuals in order to ensure access to the company's services (may include: visitors, patients, staff members, or others).

Qualifications

• High school diploma or GED is required.
• One (1) year of medical office experience preferred, with familiarity in EMR systems a plus.
• One year of experience in a customer service-oriented role is strongly preferred.
• Proficiency in Go