Physical Therapy Front Office Representative

Louisiana Orthopaedic Specialists; Lafayette (LA); On-site; USD 42,000 - 66,000; Full time

Job summary

Louisiana Orthopaedic Specialists is seeking a capable Rehab Front Office Supervisor to oversee staff, streamline scheduling, and manage referrals. The role involves coordinating with therapists, physicians, and the Rehab Director to maintain efficient operations and high-quality patient care.

Responsibilities include supervising front desk activities, training staff, handling authorizations, and supporting the rehab billing department while ensuring patient confidentiality.

Qualifications

• Supervises front office rehab staff to ensure efficient workflow.
• Interacts with Rehab Director to report status and issues.
• Clarifies referral requests and scheduling needs with rehab staff, therapists, and physicians.
• Trains front office and clinic staff for cross-training.
• Manages outside therapy referrals and post-op appointment coordination.
• Maintains patient records, authorizations, and scheduling deadlines.

Responsibilities

• Oversee scheduling and staffing for rehab front office.
• Communicate changes to Rehab Director and update status regularly.
• Coordinate with Referral Coordinator for post-op appointments.
• Assist in special projects and department meetings.
• Maintain confidentiality and ensure compliance in all tasks.

Skills

Staff supervision

EMR systems

Scheduling

Effective communication

Documentation

Education

High school diploma or GED

Bachelor’s degree preferred

Tools

TheraOffice

Job description

Description

• Provide supervision of rehabilitation front office staff to assure efficient and accurate workflow and establish/maintain staff schedules and hiring of staff.


• Communicate any changes or unresolved problems to the Rehabilitation Director and regularly update the Director on the status of the Rehab Front office.


• Communicating with rehabilitation staff, therapist, and physicians as needed to clarify referral requests and scheduling needs.


• Train rehabilitation front office staff and clinic staff who are needed to cross train.


• Schedule outside therapy referrals


• Assists Rehabilitation Director in special projects.


• Answer incoming Rehabilitation Department phone calls and check faxes.


• Work with the Referral Coordinator in scheduling and coordinating post-op appointments.


• Make Workers Compensation patient charts, complete 1010 forms, obtain necessary authorizations, and set therapy schedule. Maintain records of authorized visits status and therapy authorization dates and set progress notes due in schedule.


• Obtain authorization and payments for Attorney and employer-pay patients.


• Communicate with attorneys, nurse case managers, and adjustors regarding patient status and medical records.


• Set up new provider schedules in TheraOffice and make schedule changes as directed for therapist vacation/time off.


• Participate in administrative meetings


• Assist in maintaining goals for quality patient care, patient satisfaction, and treatment compliance through service to patient needs and request in the capacity of the position.


• Assist Rehab billing department as needed.

Description

• Provide supervision of rehabilitation front office staff to assure efficient and accurate workflow and establish/maintain staff schedules and hiring of staff.


• Communicate any changes or unresolved problems to the Rehabilitation Director and regularly update the Director on the status of the Rehab Front office.


• Communicating with rehabilitation staff, therapist, and physicians as needed to clarify referral requests and scheduling needs.


• Train rehabilitation front office staff and clinic staff who are needed to cross train.


• Schedule outside therapy referrals


• Assists Rehabilitation Director in special projects.


• Answer incoming Rehabilitation Department phone calls and check faxes.


• Work with the Referral Coordinator in scheduling and coordinating post-op appointments.


• Manage patient cancelations per department protocol.


• Make Workers Compensation patient charts, complete 1010 forms, obtain necessary authorizations, and set therapy schedule. Maintain records of authorized visits status and therapy authorization dates and set progress notes due in schedule.


• Obtain authorization and payments for Attorney and employer-pay patients.


• Communicate with attorneys, nurse case managers, and adjustors regarding patient status and medical records.


• Set up new provider schedules in TheraOffice and make schedule changes as directed for therapist vacation/time off.


• Participate in administrative meetings


• Assist in maintaining goals for quality patient care, patient satisfaction, and treatment compliance through service to patient needs and request in the capacity of the position.


• Assist Rehab billing department as needed.


• Maintains patient confidentiality.
  

The job holder must demonstrate current competencies for job position.

Requirements

Hight school diploma or GED required. Bachelor’s degree preferred.

3 to 5 years of experience in out-patient rehabilitation preferred.

Knowledge of computer systems and EMR software.

Knowledge of phone systems.

Knowledge of rehabilitation terminology and insurance/payor rules and regulations.

Knowledge of referral processes and patient eligibility

Skill in effectively communicating with patients and staff and managing personnel.

Skill in using a computer system/EMR.

Skill in accurate documentation of work.

Ability to establish/maintain effective working relationships with patients, providers, and staff.

Ability to communicate clearly in verbal and written form.

Ability to be a resource to patients and staff.

Requires sitting and standing associated with a normal office environment. Some bending and stretching required. Manual dexterity using a calculator and computer keyboard. Ability to lift 25 lbs. Demands of occasional kneeling, squatting, and overhead lifting.