Job Posting for Administrative Specialist - General Application at Orthopaedics Plus Physical Therapy
Full Time Administrative Specialist Position for an Outpatient, Therapist Owned Private Practice
We are always looking for amazing people to join our team. Creating an environment for great PTs to flourish as they provide exceptional care for our communities is what we are all about. At the moment, we are not actively hiring, but if what you read about OP or the duties below resonate with you, we would love for you to submit your resume. When a new position becomes available, we'll have your information to contact right away!
Position Requirements
Must have exceptional patient interaction and people management skills
Must exemplify humility and teamwork
Must consistently strive to be better
Must be organized and efficient
Must be detail-oriented and enjoy completing tasks
Must be able to prioritize essential and non-essential tasks
Key Accountabilities
Fill the schedule utilizing waitlist and new patients in lead management softwares
Follow up with new leads within 24 hours
Utilize the no next, no first appointment working procedures to fill slots
Move new evals forward if spot cannot be filled
Use proper objection handling during patient cancellations
Escalate patient issues to team leader
Effective communication with patients, managers, and coworkers
Set the standards for body language, tone, and verbal language above and beyond “typical” customer interactions
Address each patient with an overwhelming tone of appreciation, empathy, and welcoming
Handle frequently asked questions and objections with confidence, calmness, and sensitivity
Be able to explain and access most up to date decision tree
Effective and efficient use of different software platforms:
Greet arriving patients and complete check-in process
Collect patient balances
Obtain prior authorization from insurance
Obtain referrals and signed plans of care from physicians
Manage claims with issues and clinical issues lists
Perform insurance eligibility and benefit checks daily
Manage OP email inbox
Formulate OKRs
Achieve team benchmarks and objectives
Escalate information to team leader
Run and relay reports on clinic metrics (weekly/monthly)
Collect and accurately enter patient data in EMR system within 24 hours
Maintain the cleanliness and appearance of workspace and office
Manage records and correspondence for clinic
Gather any missing information needed from Clinicient Operations team to complete claims payment in a timely manner
Prep and assist in all workshops, including evening workshops
Delegate tasks and roles appropriately
Provide opinions on interview candidates after the shadowing phase
Provide feedback for office policies and procedures.
Provide feedback for updates and upkeep of playbook
Check in with team leader regularly
Opening and close office appropriately according to most up to date working procedure
Order office supplies
Other duties as directed by the Clinic Manager, team leader, and assistance for physical therapists as needed
We are looking for an individual that behaves according to our core values:
Results and success that are meaningful to his/her patients and teammates
This doesn’t just apply to patients; “did I make a difference today?”, giving support to your co-workers, checking-in with them
Teamwork and realizing that collaboration helps everyone
If it isn’t good for the team, don’t say it or don’t do it; putting the team before yourself, helping co-workers sometimes even if it means putting you behind
Education and the desire to learn more and teach what she/he learns
Not only with patients, educate co-workers on what you need and what is helpful for you, educate co-workers on a particular situation if they are unaware -whether it be a process thing or an internal thing
Always wanting to be better as a person, as a team, and as an administrative specialist
Reflect on what you day every day – did you do your best? Could you have done anything better? Is there a better way to do something – did you look into it and say something? Are you challenging your co-workers to be better, communicate better, etc.
Behavior Competencies
High Social Intellect (Smart)
Customer Focus
Time management/multitasking
Team Player/Humility
Resourcefulness/initiative
Adaptability
Hunger/Grit
Self Awareness
Assertiveness / Persuasion
Analysis/Problem Solving
This position is fully benefited including:
Combined 21-23 days off including mandated vacation at least 2 weeks each year
$1,350 reimbursed for vacation expenses (equivalent to 5 vacation days)
Company sponsored student loan repayment program
Staff incentive programs
Medical Insurance
Dental Insurance
Vision Insurance
401k with company match
Spectrum personal and small group training membership discounts
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