An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
We are seeking a highly organized and patient-focused Office Manager to join our physical therapy clinic in Seguin, TX. In this pivotal role, you will oversee the daily clerical and administrative operations of the clinic, serving as the first point of contact for our patients and providing vital support to our Clinic Director, Staff PTs, and LPTAs. The ideal candidate thrives in a fast-paced clinical environment, excels at multitasking, and is dedicated to maintaining a welcoming, efficient, and compassionate atmosphere for our patients and staff.
Key Responsibilities:
Patient Experience & Front Desk Operations Serve as the welcoming face of the clinic, consistently maintaining a courteous and professional relationship with patients, visitors, and staff.
Manage the multi-line phone system:
answer calls, route messages accurately, and assist patients with inquiries. Oversee patient check-in/check-out, ensuring patients complete required information sheets and necessary forms.
Manage the clinic schedule:
set up appointments, document cancellations and reschedules, and notify therapists when patients are ready for treatment. Prepare new patient folders for therapists prior to evaluations. Maintain a clean, organized, and welcoming reception area. Administrative & Billing Operations Verify patient benefits and coverage including standard insurance, workers' compensation, employment verification, and attorney/lien letters. Manage accounts receivable (A/R) proactively, ensuring accounts are worked prior to the 20th of each month. Compile and complete patient charts with meticulous accuracy, including physician's request for P.T., insurance cards, assignment of benefits, evaluations, progress notes, and discharge summaries. Type initial evaluations and ensure prompt mailing to physicians. Complete daily charge sheets and coordinate secure delivery of funds/documents to PTS administrative offices three times a week. Monitor patient certification periods to ensure seamless continuation of care. Process daily mail (retrieve, sort, and distribute) and maintain organized filing systems. Strictly adhere to PTS accounting manuals, company policies, and HIPAA confidentiality standards. Clinic & Therapist Support Assist therapists with day-to-day operational flow and clinical support tasks as requested. Maintain an adequate supply of clean clinic laundry. Assist in keeping patient treatment areas clean and prepped for care. Adapt to new clerical methods and software as clinic operations evolve.
Minimum Qualifications:
Education:
High school diploma or equivalent.
Experience:
Strong clerical experience, preferably within a medical office, healthcare, or physical therapy setting.
Knowledge:
Familiarity with basic medical terminology and health insurance verification processes.
Skills:
Excellent interpersonal and communication skills, strong typing/word-processing abilities, and proficiency with standard office equipment (phones, fax, copiers).
Attributes:
Highly organized, capable of managing multiple duties simultaneously, and able to thrive in a high-energy, fast-paced environment. Must be authorized to work in the
United States Physical Demands & Work Environment:
Requires a full range of body motion, including sitting, standing, walking, kneeling, crouching, stooping, squatting, twisting, climbing, stretching, pushing, pulling, and lifting. Requires corrected vision to normal range, bilateral hand/finger dexterity, eye-hand coordination, and full communication skills. Works indoors in an environmentally controlled clinic setting, occasionally under stressful conditions. May require occasional use of a personal vehicle during working hours for administrative errands.
