Patient Registration Specialist - Physical Therapy

UBMD Orthopaedics & Sports Medicine; Buffalo (NY); On-site; USD 36,000 - 48,000; Full time

Job summary

UBMD Orthopaedics & Sports Medicine is seeking a patient‑facing Registration Specialist for our Physical Therapy team. As the first point of contact, you will greet patients, check them in/out, verify demographics and insurance, and help maintain accurate medical records to ensure a smooth clinic flow.

You should be dependable, organized, and capable of multitasking in a fast-paced healthcare setting, with strong communication and computer skills.

Qualifications

• Excellent customer service and patient‑facing skills.
• Strong communication, both verbal and written, and attention to detail.
• Ability to multitask and prioritize in a fast‑paced healthcare setting.
• Experience with electronic medical records (Medent or Epic) preferred.

Responsibilities

• Greet patients warmly and register, check in, and check out accurately.
• Verify demographics and insurance details; maintain updated records.
• Schedule and reschedule appointments; answer patient inquiries professionally.
• Ensure HIPAA acknowledgments and policies are completed correctly.
• Collaborate with therapists and office staff to maintain patient flow.
• Float between locations to support staffing as needed.

Skills

Customer service

Verbal communication

Written communication

Organization

Multitasking

Professionalism

Tech proficiency

Teamwork

Education

High School Diploma or GED

Tools

Medent EMR

Epic EMR

Job description

Patient Registration Specialist – Physical Therapy

Full-Time & Part-Time Opportunities Available

UBMD Orthopaedics & Sports Medicine is seeking enthusiastic, customer-focused Patient Registration Specialists to join our growing Physical Therapy team. As the first point of contact for our patients, you play a vital role in creating a welcoming, professional experience while ensuring our clinics operate efficiently.

We are looking for dependable, organized professionals who thrive in a fast-paced healthcare environment, enjoy working with people, and are committed to delivering exceptional customer service.

Travel Requirement

This position requires flexibility to work at any of our Physical Therapy locations based on operational needs. Candidates must be willing to travel to the following clinics:

• Brookbridge Physical Therapy – 5959 Big Tree Road, Orchard Park, NY 14127
• 716 Health Physical Therapy – 111 N. Maplemere Road, Williamsville, NY 14221
• Depew Physical Therapy – 5102 Transit Road, Depew, NY 14043
• Canalside Physical Therapy – 100 Washington Street, Buffalo, NY 14203

Position Summary

The Patient Registration Specialist serves as the face of our Physical Therapy practice by providing outstanding customer service while coordinating front office operations. This role is responsible for greeting patients, scheduling appointments, verifying insurance, maintaining accurate medical records, and ensuring an efficient patient registration process.

Success in this position requires excellent communication skills, attention to detail, the ability to multitask, and a genuine commitment to providing an exceptional patient experience.

Primary Responsibilities

• Welcome patients with professionalism, warmth, and compassion.
• Register, check in, and check out patients accurately and efficiently.
• Verify and update patient demographic information, insurance, pharmacy, primary care physician, and referring provider information.
• Ensure all required documentation, including HIPAA acknowledgments, financial policies, consent forms, and annual updates, is completed accurately.
• Answer incoming telephone calls and respond to patient inquiries professionally.
• Schedule, reschedule, and confirm patient appointments.

Insurance & Medical Records

• Verify insurance eligibility and benefits prior to appointments.
• Obtain referrals and authorizations as required.
• Review patient documentation for completeness and accuracy before filing into the electronic medical record.
• Scan, fax, copy, and electronically manage patient documentation.
• Review and process electronic triage messages.

Administrative Support

• Maintain accurate patient records within the electronic medical record system.
• Collaborate closely with therapists, providers, and clinical staff to ensure efficient patient flow.
• Assist with additional front office responsibilities to support clinic operations.
• Float between Physical Therapy locations as needed to ensure appropriate staffing coverage.

Qualifications

Education:

• High School Diploma or GED required.

Experience:

• Minimum one year of medical reception, patient registration, or customer service experience preferred.
• Previous experience in a Physical Therapy, Orthopaedic, or healthcare setting is strongly preferred.
• Experience using electronic medical record systems such as Medent or Epic is preferred.

The Ideal Candidate Will Demonstrate:

• Exceptional customer service with a patient‑first attitude.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize multiple tasks while maintaining accuracy.
• Professionalism, reliability, and a positive attitude.
• Ability to remain calm and efficient in a fast‑paced environment.
• Strong computer skills and comfort learning new technology.
• Flexibility to work at multiple clinic locations based on business needs.
• Ability to work both independently and collaboratively within a team.

Benefits & Work Environment

At UBMD Orthopaedics & Sports Medicine, you’ll work as part of a collaborative team that values teamwork, professionalism, and exceptional service. The practice offers a supportive environment where you can develop your skills and contribute to patient care.