Site Coordinator/Office Manager

Rallyday Partners; Pawtucket (RI); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Medical, Dental & Vision

401(k)

Disability and life insurance

Wellness program

Paid holidays and PTO

Flexible work hours

Volunteer opportunities

Job summary

Highbar Physical Therapy is seeking a Site Coordinator/Office Manager to lead administrative operations across our clinics. This role trains staff, schedules clinicians, and supports frontline teams to deliver exceptional patient experiences.

The Site Coordinator will monitor performance metrics, coordinate authorizations, and ensure smooth daily operations, IT support, and facility upkeep. A strong customer service mindset and teamwork are essential.

Qualifications

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

Responsibilities

• Train and onboard administrative staff; support PCCs and Exercise Specialists.
• Coordinate scheduling to ensure adequate administrative support.
• Improve clinic efficiency and patient service quality.
• Oversee clinic daily service delivery, facilities, IT issues and patient experience.
• Monitor cancellations, no-shows, visits, and authorization metrics.
• Manage insurance authorizations and term negotiations within guidelines.
• Maintain daily patient accounts, day sheets and balance reports.
• Document patient visits and share pertinent information with physicians.

Skills

Administrative skills

Customer service

Scheduling

Team collaboration

Education

GED

Associate degree in healthcare administration

Tools

Medical records system

Insurance authorization systems

Job description

Highbar Physical Therapy is Hiring!

Help us revolutionize the Physical Therapy industry! Highbar is a leading outpatient physical therapy practice experiencing significant growth with locations across New England. We’ve evolved our name to reflect the standard of care we’ve always provided and demonstrate how we are different.

We bring together the science of musculoskeletal health with the art of individualized care, consistently delivering life-changing outcomes for our patients.

Join us as a Site Coordinator/Office Manager!

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.

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 $22/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.

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.

Highbar is 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.