Front Desk Coordinator (Floater-Brooklyn/Queens)

Summary: Metro Physical & Aquatic Therapy is a comprehensive multidisciplinary company offering various therapy services. The role of Clinic Support Associate involves managing front desk operations and assisting clinicians with patient care to ensure a smooth experience for patients. Responsibilities: - Greets and welcomes patients and visitors with an upbeat attitude and warm, inviting smile—whether in person or over the phone—while answering or directing inquiries and efficiently checking in patients - Delivers a high level of customer service by ensuring patient satisfaction, optimizing provider time, and maximizing treatment room utilization through accurate appointment scheduling in person or via phone - Manages scheduling operations with a focus on growth, including maximizing provider availability and treatment room usage - Maintains on-time patient flow by promptly notifying clinicians of patient arrivals, monitoring service delivery against the schedule, and alerting providers of any delays - Receives and processes incoming faxes promptly, ensuring timely communication and documentation - Performs accurate data entry into the Electronic Medical Record (EMR) system, including patient information, treatment plans, and updates - Generates reports, logs, and lists, including financial reconciliations and patient retention tracking, with a high level of accuracy - Ensures co-pays are tallied, reconciled, and manages credit extended to patients - Sets up new and returning patient cases in Theraoffice, including obtaining and verifying demographic and insurance information - Contacts treating physicians to obtain updated prescriptions for Occupational and Physical Therapy treatments and obtains Plans of Care, updating the system accordingly - Assists patients during therapy by applying heat packs, paraffin dips, helping into pools and onto equipment, monitoring exercise, and guiding through prescribed routines - Educates patients on proper equipment use and exercise techniques to ensure safety and effectiveness - Prepares patients for therapy treatments by providing comfort, assistance, and reassurance - Provides information to patients by answering questions, addressing concerns, and alleviating fears with empathy and professionalism - Maintains patient confidentiality and protects sensitive information in compliance with HIPAA guidelines and clinic policies - Maintains a safe, clean, and organized environment by complying with all procedures, rules, and regulations - Performs light cleaning duties including laundry, treatment table turnover (cleaning and sanitizing), and garbage disposal to ensure a hygienic treatment area - Prepares treatment rooms by sterilizing and delivering equipment and supplies, positioning equipment for therapist access, assisting patients on equipment, and following prescribed protocols before patient arrival - Answers calls from physicians, hospitals, and patients, demonstrating exemplary customer service skills - Maintains physical therapy supplies inventory by monitoring stock levels, anticipating needs, placing and expediting orders, and verifying receipt of supplies - Performs other duties and assignments as required to support clinic operations and patient care Required Qualifications: - High school diploma or GED is required - Proficiency in Google Suite is required - Strong communication skills and the ability to interact professionally with customers, co-workers, and management, while calmly and effectively resolving client concerns - Ability to work effectively within a team environment - Excellent interpersonal skills and the ability to quickly adapt to new programs - Ability to successfully complete in-service training - Ability to observe, evaluate, and record patients' conditions, reactions, and changes in physical condition - Ability to maintain a professional attitude and conduct in the welfare of patients - Strong record-keeping and report-writing skills - Ability to use logic and problem-solving skills to resolve issues - Ability to work independently under tight deadlines in a rapidly changing environment - Excellent time management and organizational skills - We're looking for career-minded individuals interested in long term-opportunities, not seasonal or temporary roles Preferred Qualifications: - One (1) year of medical office experience preferred, with familiarity in EMR systems a plus - One year of experience in a customer service-oriented role is strongly preferred Required Skills: EMR systems, Google Suite Important Skills: Customer service experience, Record-keeping skills Nice-to-Have Skills: Communication skills, Interpersonal skills, Problem-solving skills, Time management, Teamwork