Medical Front Office Manager - Full-Time

Rehab United is a family-owned private practice specializing in physical therapy, massage/wellness and fitness. We provide services to eight clinic locations across San Diego County, from Chula Vista all the way to Escondido. Our company prides itself on having a fun, family-oriented and community-centric culture, which has earned us recognition as one of San Diego's Best Places to Work by The San Diego Business Journal and one of the Top Company Cultures in the nation by Entrepreneur Magazine. We have also been recognized as one of San Diego's Best Physical Therapists by Expertise, as well as San Diego's Best Rehab Center and Sports Massage Provider by Competitor Magazine.

Our company is positioned to grow exponentially over the next couple of years, and we are looking for an upbeat, friendly, dedicated, results-driven Front Office Managerto add to our growing team helping us to provide exemplary service and support to our patients & customers.

Key Responsibilities:
The following is a representation of some of the main areas of focus for our Front Office Manager. For the full job description, please contact us for more detailed information. Essential Job Responsibilities:

• Welcomes and greets all patients and visitors, in person, via email or over the phone.
• Answers the phone while maintaining a polite, consistent phone manner using proper telephone etiquette.
• Assist patients/clients with scheduling appointments for, but not limited to physical therapy, occupational therapy, speech therapy, massage, personal training, and custom orthotics.
• Collect patient/client payments (Deductible, Co-Insurance, Co-Pay, Wellness, etc.) at the time of service and record payment details in the corresponding scheduling/billing system.
• Registers new patients/clients and updates existing patient demographics by collecting accurate & detailed patient information including personal and financial information.
• Verify insurance benefits and relay quote of benefits to patient or guardian.
• Facilitates patient flow by notifying the provider of patients’ arrival, being aware of delays, and communicating with patients and clinical staff.
• Maintain, track & manage patient records, case referrals, authorizations, plans of care to ensure provider is treating within insurance requirements.
• Communicate/task provider regarding documentation requirements, patient updates, phone messages, etc.
• Responds to patients’, prospective patients, and visitor inquiries in a courteous manner.
• Maintain & balance provider schedules to optimize available treatment time with patient load.
• Manage & process incoming and outgoing faxes.
• Knowledgeable on all services provided at Rehab United.
• Fax, scan and file documents
• Respond & Communicate in timely manner thru email, Microsoft Teams, and “Tasks” via EHR system.Maintain the cleanliness and organization of the Front Office and reception area.
• Support & supervise Front Office Assistant(s) to ensure accuracy and consistency of patient records and scheduling.
• Communicate & educate the Front Office staff of company policies, procedures, events & updates; industry changes & requirements.
• Assist in hiring Front Office staff by reviewing resumes, participating in interviews & providing feedback on your top contenders.
• Train new hires on Front Office duties, responsibilities, company policies & procedures, clinic schedule preferences, etc.
• Evaluate employee performance reviews for Front Office staff with Director of Clinic Management and/or Clinic Director.
• Communicate with patients regarding inquiries & complaints to ensure patient satisfaction is met.
• Troubleshoot, follow-up and work Billing Tasks and Patient Collection Tasks.
• Process & manage medical records requests made by patient/client.
• Maintain excellent communication with Clinic Director to ensure you are both on the same page regarding clinic goals, changes, topics of concern, team morale, etc.
• Collaborate with Clinic Director to create monthly marketing targets.
• Collaborate with Clinic Director and Front Office team to write/organize meeting agendas.
• Accurately complete and communicate clinic & therapist stats weekly.
• Manage provider schedule availability; blocking time-off, meetings, events & holidays.
• Manage patient accounts with credit cards on file to ensure all fees are collected prior to statements.
• Review daily payment batches for accuracy.
• Delegate responsibilities & tasks.
• Formulate objectives and processes.
• Maintain & order office supplies.

Required Skills:

• Superb Customer Service & Communication Skills,
• Attention to Detail,
• Multi-tasking,
• Telephone Skills,
• Time Management,
• Organization,
• Problem Solving,
• Decision-Making,
• Confidentiality,
• Stress Tolerance,
• Scheduling,
• Flexibility,
• Professionalism,
• Quality Focus,
• Prioritization,
• Word Processing

Preferred Experience:

• Past management experience
  
• Medical office experience

Incentives/Benefits:

• Medical, Dental, Vision and Life/AD&D benefit options
• 401(k) Retirement Program with Company Match
• Vacation and Holiday Pay
• Sick Pay (in accordance with State and City law)
• Free Fit Societe gym membership
• Discounts on Massage Therapy

Compensation:

$23.00 - $27.00 Hourly