Office Manager

Job Description

Job Description

Join the Excel Team!
For over 25 years,  Excel Physical Therapy + Workout has been delivering top-tier orthopedic care and innovative fitness programming. We’re seeking a dynamic, organized, and enthusiastic Office Manager to lead our front office operations and uphold our commitment to excellence in patient care and wellness. If you’re passionate about physical therapy, health, and fitness, and thrive in a fast-paced, team-oriented environment, we want you to represent the Excel values!

About the Role
As our Office Manager, you’ll be the heartbeat of our practice, ensuring seamless operations, exceptional patient experiences, and a positive workplace culture. You’ll oversee daily administrative tasks, manage staff, and maintain compliance with industry regulations while embodying our mission to empower health and wellness.

Key Responsibilities

• Lead Front Office Operations : Manage front desk staff, coordinate physical therapy and gym schedules, and ensure a welcoming environment for patients and clients. WebPT and Mindbody experience is a plus!
• Insurance & Billing Expertise : Verify insurance benefits, secure authorizations, review billing exceptions, and manage claim delays with precision.
• Compliance & Confidentiality : Uphold HIPAA regulations, handle patient information with professionalism, and ensure adherence to state and federal physical therapy guidelines.
• Financial Oversight : Manage accounts receivable, track and order inventory, and assist with budgeting to support operational efficiency.
• Patient & Customer Service : Answer phones, address patient inquiries, and provide exceptional service to enhance the patient experience.
• Medical Records Management : Oversee retrieval and fulfillment of medical records while maintaining accuracy and confidentiality.
• Team Collaboration : Foster a positive, collaborative environment, supporting staff training and development to align with Excel’s high standards.
• Problem Solving : Address operational challenges proactively, streamlining processes to improve efficiency and patient satisfaction.
• Knowledge of Medicare, Workers’ Comp and No-Fault policies

Key Skills & Qualifications

• Attention to Detail : Precision in managing schedules, billing, and compliance tasks.
• Independence & Resourcefulness : Ability to work autonomously, seek out solutions, and interpret complex insurance information (e.g., Medicare, Workers’ Comp, No-Fault policies).
• Interpersonal Excellence : Friendly, approachable, and professional demeanor to connect with patients, staff, and stakeholders.
• Organizational Prowess : Strong multitasking skills to juggle front desk operations, staff management, and administrative duties.
• Tech Savvy : Proficiency with electronic medical records (EMR) systems and billing software.
• Leadership Experience : Prior experience managing teams or overseeing office operations in a healthcare setting is a plus.
• Passion for Health & Fitness : Genuine interest in physical therapy and wellness to align with Excel’s mission.

Additional Requirements

• 2-3 years of office management or administrative experience in a healthcare or physical therapy setting is preferred.
• Knowledge of medical billing and coding practices is highly desirable.
• Ability to adapt to a fast-paced environment and handle sensitive situations with empathy and professionalism.
• Strong written and verbal communication skills.

Why Join Excel Physical Therapy + Workout?

• Impactful Work : Be part of a team dedicated to transforming lives through top-quality care and fitness programs.
• Supportive Culture : Collaborate with passionate professionals in a vibrant, growth-oriented environment.
• Growth Opportunities : Access professional development and training to advance your career.