Front Desk Coordinator (Full Time-Bay Terrace)

U.S. Physical Therapy; New York (NY); On-site; USD 23,000 - 28,000; Full time

Job summary

Metro Physical & Aquatic Therapy is seeking a Clinic Support Associate for immediate, long-term employment. You’ll support front desk operations and assist clinicians to provide a welcoming patient experience in a fast-paced outpatient setting.

Responsibilities include greeting patients, scheduling, EMR data entry, coordinating with physicians, and maintaining supplies. Ideal candidates have strong customer service, solid communication, and teamwork skills, with prior medical office experience

Qualifications

• High school diploma or GED required.
• 1 year medical office experience preferred; EMR familiarity a plus.
• 1 year of customer service experience strongly preferred.
• Proficiency in Google Suite is required.
• Strong communication skills and professional interaction with customers, coworkers, and management.
• Ability to work well in a team and adapt quickly.
• Excellent time management and organizational skills.

Responsibilities

• Greets patients and visitors with a warm, inviting attitude and checks in patients.
• Delivers high-quality customer service, optimizes provider time and treatment room usage.
• Manages scheduling with a focus on growth and provider availability.
• Notifies clinicians of patient arrivals and delays to maintain smooth flow.
• Receives and processes incoming faxes promptly and documents accordingly.
• Performs accurate data entry into the EMR system and updates patient information.
• Generates reports and reconciliations with accuracy.
• Ensures co-pays are tallied and manages patient payments.
• Sets up new and returning patient cases in Theraoffice and verifies demographic and insurance information.
• Contacts treating physicians to obtain updated prescriptions and Plans of Care.
• Assists patients during therapy and educates on equipment use and safety.

Skills

Customer service

Communication skills

Google Suite

Team oriented

EMR familiarity

Data entry

Multitasking

Education

High school diploma or GED

Tools

EMR systems

Job description

Company Description

Metro Physical & Aquatic Therapy is a comprehensive multidisciplinary company who offers Physical, Occupational, Speech Therapy, Massage and Acupuncture services. We take great pride in inspiring our team to create an everlasting bond with our patients, our doctors, and our community. But it’s not just what we do, it’s who we are. We are driven by our mission to continually invest in our people and offer the best workplace environment possible.

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 11:30am-8pm, Friday 9:30am-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 Google Suite is required.Strong communication skills and the ability to interact professionally with customers, co-workers, and management, while calmly and effectively resolving client concerns
• Ability to work effectively within a team environment.
• Excellent interpersonal skills and the ability to quickly adapt to new programs.
• Ability to successfully complete in-service training.
• Ability to observe, evaluate, and record patients' conditions, reactions, and changes in physical condition.
• Ability to maintain a professional attitude and conduct in the welfare of patients.
• Strong record-keeping and report-writing skills.
• Ability to use logic and problem-solving skills to resolve issues
• Ability to work independently under tight deadlines in a rapidly changing environment
• Excellent time management and organizational skills
• We’re looking for career-minded individuals interested in long term-opportunities, not seasonal or temporary roles

Additional Information

The anticipated hourly pay range for this position is $17-20. Compensation is based on various factors, including relevant experience, knowledge, skills, other job-related qualifications, and geography.

We are proud to be an equal opportunity and affirmative action employer. We prohibit discrimination and harassment of any kind based on race, color, religion, national origin, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, veteran status, genetic information, disability, or other applicable legally protected characteristics. If you’d like to view a copy of the company’s affirmative action plan or policy statement and/or if you would like to request an accommodation due to a disability, please contact us at [e-mail]