Site Coordinator

Rallyday Partners; Wayland (MA); On-site; USD 24,796 - 30,307; Full time

Benefits offered by this job

Medical, Dental & Vision

401(k)

Disability & Life Insurance

Fitness & Wellness program

Paid holidays and PTO

Flexible work hours

Volunteer opportunities

Job summary

Rallyday Partners is seeking a Site Coordinator in Massachusetts to support clinic operations and front-desk activities. You will train administrative staff, coordinate scheduling for PCCs and Exercise Specialists, and help promote efficient workflows and excellent patient experiences.

Responsibilities include handling authorizations, collecting co-payments, managing patient appointments, and liaising with insurers. A GED or higher and 2–3 years of related experience are preferred.

Qualifications

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

Responsibilities

• Trains and onboards administrative staff (PCCs); trains Exercise Specialists on admin components.
• Coordinates and schedules PCCs and Exercise Specialists to ensure adequate administrative support.
• Promotes clinic efficiency and effectiveness through recommendations.
• Manages daily service excellence, including facility maintenance, IT issues, and customer experience.
• Monitors KPIs: cancellations, no‑shows, visits, customer service, authorization metrics.
• Oversees authorizations within the clinic or region.
• Handles patient intake, demographics, insurance info, and appointments.
• Collects co‑payments and documents receipts; runs daily co‑pay reports.
• Documents visits and forwards records to physicians.
• Interacts with insurance to obtain authorizations.
• Negotiates payment terms per guidelines to minimize collections risk.
• Runs day sheets and balance reports; completes weekly dashboards.
• Other duties as assigned.

Education

High school diploma or GED

Associate degree in healthcare administration or related field

Job description

The Site Coordinator enjoys working in a collaborative team structure and thrives wearing multiple hats.

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 educational development (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
• 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.

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.