Patient Experience & Clinic Operations Coordinator

US Physical Therapy; Massapequa (NY); On-site; USD 23,419 - 27,552; Full time

Job summary

Metro Physical & Aquatic Therapy in Massapequa, NY is seeking a Clinic Support Associate to handle front desk duties and assist clinicians, ensuring a welcoming experience for every patient.

You will manage scheduling, enter patient information into Theraoffice, and support billing tasks while maintaining HIPAA privacy. The role offers steady hours and growth potential within a fast-growing therapy team.

Qualifications

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

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

Skills

Customer Service

EMR Systems

Scheduling

Phone Etiquette

Google Suite

Education

High school diploma or GED

Tools

TheraOffice

EMR Systems

Google Suite

Job description

Metro Physical & Aquatic Therapy in Massapequa, NY is seeking a Clinic Support Associate to handle front desk duties and assist clinicians, ensuring a welcoming experience for every patient.

You will manage scheduling, enter patient information into Theraoffice, and support billing tasks while maintaining HIPAA privacy. The role offers steady hours and growth potential within a fast-growing therapy team.