Site Coordinator

Highbar Physical Therapy; Wayland (MA); On-site; USD 27,552 - 38,572; Full time

Job summary

Joint Ventures Physical Therapy, affiliated with Highbar Physical Therapy, is hiring a Site Coordinator to join our outpatient clinics across New England. This role supports administrative training, coordinates day-to-day activities, and partners with the Clinic Director to ensure smooth operations.

We offer full-time hours, immediate start, and a benefits package. You will oversee scheduling, patient flow, authorizations, and daily service excellence, while helping maintain a welcoming,

Qualifications

• High school diploma or GED is required.
• 2–3 years of related experience and/or training preferred.
• Associate degree in healthcare administration preferred.

Responsibilities

• Train and onboard administrative staff and exercise specialists on administrative components.
• Coordinate and schedule staff to ensure adequate administrative support.
• Promote clinic efficiency and effectiveness through recommendations.
• Ensure daily service excellence, including facility maintenance and IT issues.
• Monitor cancellations, no-shows, visits, and authorization metrics.
• Oversee authorizations within the clinic or region.
• Answer calls and gather patient demographics and insurance information.
• Collect co-payments and document transactions with receipts.
• Run daily co-pay collection reports and manage patient appointments.
• Document visits and share records with physicians as needed.
• Interface with insurers to obtain authorizations and track visits.
• Negotiate payment terms to minimize collection agency risk.
• Monitor day sheets, compliance, and balance reports; complete weekly dashboards.

Skills

Administrative coordination

Staff onboarding

Customer service

Education

Associate degree in healthcare administration preferred

High school diploma or GED

Job description

Joint Ventures Physical Therapy is hiring!

Help us revolutionize the Physical Therapy industry! Joint Ventures Physical Therapy is proudly affiliated with Highbar Physical Therapy, and we’re excited to continue growing our team together. As a leading outpatient physical therapy practice with locations across New England, we are committed to delivering life‑changing outcomes for our patients.

Join us as a Site Coordinator!

The Site Coordinator enjoys working in a collaborative team structure and thrives wearing multiple hats. This position will provide administrative training, oversee the day‑to‑day activities and authorizations within their clinic or region, and communicate closely with the Clinic Director.

Please note – this is a full time, immediate need.

What You’ll Do:

• Trains and onboards administrative staff (PCCs); trains Exercise Specialists on the administrative components of their role.
• Under the direction of the Practice Manager assists in coordinating and scheduling PCCs and Exercise Specialists to ensure adequate administrative support.
• Participates in making and implementing recommendations to promote clinic efficiency and effectiveness.
• Responsible for the clinic's daily service excellence, including facility maintenance, IT issues, and excellent customer experience.
• Monitors key performance metrics: cancellations, no‑shows, visits, customer service, authorization metrics.
• Oversees authorizations within the clinic or region.
• Answers multiple line telephone system, obtaining demographic and insurance information from new patients being scheduled for an initial evaluation.
• Collects co‑payments from patients, clearly documenting transaction on a written receipt.
• Runs daily co‑pay collection reports to ensure collection accuracy.
• Responsible for patient appointments, cancellations and reviewing therapist schedules to effectively fill openings through a medical records system, documenting pertinent conversations for future reference.
• Documents patient visits, faxing initial evaluations, discharge summaries and notes to the appropriate physician.
• Interfaces with insurance companies to obtain authorization for all insurances, including tracking visits approved.
• Negotiate payment terms with customers in accordance with established guidelines to minimize collection agency potential.
• Regularly monitors patient accounts by frequently running detailed day sheet, POC compliance and balance report.
• Completes weekly reporting and dashboard items such as: Affidavit reporting, eligibility dashboard and active cases.
• Other duties may be assigned.

Qualifications:

• High school diploma or general education degree (GED)
• Two to three years of related experience and/or training
• Associate degree in healthcare administration or a related field of study preferred

Compensation Package:

• Starting at $20/hour, with compensation adjusted based on experience, skills, and role alignment
• We also offer a comprehensive benefits package including Medical, Dental & Vision; 401(k); voluntary disability and life insurance options; Fitness & Wellness program; paid holidays and paid time off; flexible work hours; community volunteer opportunities, and more.

Take the next step in your career with Joint Ventures Physical Therapy – Apply today!

More About Us:

We develop leading‑edge physical therapists who practice at the top of their license, acting as primary care providers for musculoskeletal disorders, and challenging themselves and their patients to reach new goals.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, religion, gender, gender identity, sexual orientation, disability, age, or veteran status.