Office Coordinator, Physical Therapy Center

Summary

The Office Coordinator serves as the primary administrative leader of the Spring Arbor University Physical Therapy Center, ensuring efficient daily operations, regulatory compliance, financial accuracy, and exceptional patient service. This role functions as the central point of contact for patients, clinicians, students, insurance providers, and university personnel while maintaining a professional, organized, and welcoming clinical environment.

Essential Duties and Responsibilities

1. Daily Office Operations & Front Desk Management
   • Prepare the clinic for daily operations, including pulling charts, printing clinician schedules, and prioritizing administrative tasks.
   • Maintain a clean, organized, and professional front desk environment.
   • Greet and check in patients; notify clinicians promptly of arrivals.
   • Answer and manage incoming calls regarding scheduling, screenings, and patient inquiries.
   • Serve as the primary point of contact for patients, students, clinicians, and external partners.
2. Patient Registration & Documentation Management
   • Complete patient registration and ensure accurate completion of evaluation paperwork.
   • Enter patient demographic information and Functional Outcome Tools (FOTO) data.
   • Create and maintain patient charts; verify current prescriptions/referrals.
   • Conduct daily chart audits to ensure:
     • Valid prescriptions/referrals
     • Current authorizations and pre-certifications
     • Compliance with Medicare and payer documentation standards
   • Submit required documentation to the Billing Center within established timelines.
3. Insurance Verification & Regulatory Compliance
   • Verify insurance benefits, pre-approvals, and authorizations prior to appointments.
   • Follow up on pending pre-certifications and coordinate with clinical staff.
   • Communicate with insurance providers, claim adjusters, nurse case managers, and physicians regarding benefits, authorizations, and claims.
   • Transmit patient documentation as required.
   • Maintain strict adherence to HIPAA, Medicare, and all applicable regulatory compliance standards.
4. Billing & Financial Management
   • Collect patient payments, including co-payments, self-pay balances, and DME payments.
   • Complete daily batch reconciliation procedures.
   • Perform Billing Center tasks and maintain accurate financial records.
   • Prepare and maintain weekly and monthly statistical reports for the Clinical Director and HHPR Department Chair.
5. Inventory & Equipment Oversight
   • Submit and track inventory and durable medical equipment (DME) orders.
   • Maintain appropriate supply levels and coordinate with vendors as needed.
6. Administrative, Technical & Operational Support
   • Distribute clinician communications and correspondence.
   • Report and coordinate resolution of technical issues with IT services.
   • Train new staff and aides on administrative procedures.
   • Ensure completion of required new hire administrative documentation.
   • Assist with special projects and additional administrative duties as assigned.
   • Perform other duties as assigned to support clinic and departmental needs.

Supervisory Responsibilities

Carry out supervisory responsibilities in accordance with university policies and applicable laws.

Reporting Structure

This position reports directly to the Director of the Physical Therapy Center and works collaboratively with clinical staff.

Qualifications

To perform this job successfully, an individual must:

• Demonstrate the ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
• Exhibit strong organizational, communication, and problem-solving skills.
• Maintain a high level of accuracy and attention to detail.
• Demonstrate professionalism, discretion, and commitment to confidentiality.
• Be proficient in office technology and electronic medical record systems.
• The Office Coordinator supports the mission of Spring Arbor University and exhibits a life and service in full accord with the University Concept and Community Covenant.

Education/Experience:

• Bachelor's degree preferred.
• Experience in a healthcare or academic setting preferred.
• Experience working in multicultural academic environments preferred; individuals from diverse populations are encouraged to apply.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.