Front Office Assistant

PT Partners - KC Rehab; Olathe (KS); On-site; USD 38,000 - 42,000; Full time

Job summary

Performance Rehab is seeking a Front Office Assistant to be the first point of contact for patients, visitors, and referrals. You will support scheduling, registration, insurance verification, and front office administration to ensure a smooth patient experience from check-in to care completion.

The role emphasizes welcoming service, accuracy in data, and collaboration with clinicians to maintain efficient clinic operations.

Qualifications

• High school diploma or equivalent is required.
• Excellent customer service and interpersonal skills.
• Strong communication, organizational, and multitasking abilities.
• Basic computer proficiency including Microsoft Office or similar software.
• Ability to maintain confidentiality and professionalism in patient interactions.

Responsibilities

• Welcome patients and visitors and provide a friendly first impression.
• Schedule patient appointments and assist with changes and confirmations.
• Complete patient registration and collect accurate demographic and insurance data.
• Verify insurance eligibility and benefits and communicate with payers as needed.
• Process plans of care and other clinical documentation to physicians and sources.
• Collect copayments and outstanding balances at the time of service.
• Assist with front office administration and maintain HIPAA compliance.

Skills

Customer service

Communication

Multitasking

Organizational skills

Microsoft Office

Education

High school diploma or equivalent

Tools

EMR systems

Scheduling software

Insurance verification tools

Medical terminology

Job description

Description

At Performance Rehab, we are passionate about helping people move better, feel better, and live healthier lives. Our team members are the heart of everything we do, and we are committed to providing exceptional patient care in a welcoming, collaborative environment. As a Front Office Assistant, you'll play an important role in creating a positive experience for every patient who walks through our doors while supporting a team dedicated to helping our communities thrive.

Position Summary

The Front Office Assistant serves as the first point of contact for patients, visitors, referral sources, and insurance representatives. This position is responsible for creating a welcoming and professional experience while supporting the daily operations of the clinic through patient scheduling, registration, insurance verification, clinical documentation, and front office administration. The Front Office Assistant plays a key role in ensuring patients receive exceptional service from their first interaction through the completion of their care.

Schedule

This is a full-time position. Work schedules are based on clinic hours and patient needs and may vary by location.

Benefits

Performance Rehab offers a comprehensive benefits package designed to support the health, well-being, and financial future of our employees, including:

• 401(k) with company match up to 4%
• Medical, Dental, and Vision insurance
• 100% employer-paid telehealth benefits for enrolled employees and their eligible family members
• Health Savings Account (HSA) with employer contribution
• Employer-paid Life Insurance
• Short-Term and Long-Term Disability insurance
• Paid Time Off (PTO) and paid holidays

Essential Functions

• Welcome patients and visitors while creating a friendly, professional, and positive first impression.
• Answer incoming telephone calls and direct inquiries to the appropriate team member.
• Schedule patient appointments and assist with appointment changes, cancellations, and confirmations.
• Complete patient registration and intake, ensuring demographic, insurance, and referral information is accurate and up to date.
• Assemble, maintain, and organize patient clinical records in a timely and accurate manner.
• Review documentation for completeness to support accurate and timely billing.
• Verify insurance eligibility and benefits and communicate with insurance companies regarding coverage and authorization requirements.
• Process and transmit Plans of Care, progress notes, and other clinical documentation to physicians and referral sources.
• Collect patient copayments, outstanding balances, and other payments at the time of service.
• Process incoming and outgoing mail, faxes, and other clinic correspondence.
• Maintain patient confidentiality and comply with HIPAA, company policies, and established procedures.
• Collaborate with patients, clinicians, referral sources, insurance representatives, and fellow team members to ensure a seamless patient experience.
• Maintain an organized, clean, and professional front office environment.
• Perform other duties as assigned.

Who You Are

You are someone who:

• Enjoys helping others and creating a welcoming environment.
• Thrives in a fast-paced setting and effectively manages multiple priorities.
• Demonstrates strong attention to detail and accuracy.
• Communicates professionally with patients, providers, and teammates.
• Takes initiative and works well both independently and as part of a collaborative team.
• Maintains confidentiality and acts with professionalism and integrity.

Equal Opportunity Employer

Performance Rehab is an Equal Opportunity Employer. We are committed to creating an inclusive workplace where everyone is treated with dignity and respect. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable federal, state, or local law.

Requirements

Qualifications

Required

• High school diploma or equivalent.
• Excellent customer service and interpersonal skills.
• Strong communication, organizational, and multitasking abilities.
• Basic computer proficiency, including Microsoft Office or similar software.
• Ability to maintain confidentiality and exercise professionalism in all patient interactions.

Preferred

• Previous experience in a medical office, outpatient healthcare setting, or customer service role.
• Experience with insurance verification, scheduling, electronic medical records (EMR), or medical terminology.

Physical Requirements

• Ability to sit and stand for extended periods throughout the workday.
• Frequent use of a computer, telephone, and other standard office equipment.
• Ability to occasionally lift and carry up to 20 pounds.
• Ability to perform repetitive hand and wrist movements, including typing and data entry.