OFFICE ASSISTANT

DESCRIPTION

OVERVIEW

Ideal Therapy is seeking a motivated, organized, and outgoing Front Office & Marketing Assistant to join our growing team. This dual-role position combines front office operations with community outreach and marketing support to help ensure exceptional patient experiences while promoting Ideal Therapy throughout the community.

The ideal candidate is professional, dependable, detail-oriented, and comfortable working in a fast-paced healthcare environment. They should possess strong communication and organizational skills, enjoy building relationships, and be willing to travel locally to physician offices, schools, community organizations, and networking events to represent the practice. This position plays an important role in both supporting daily clinic operations and helping grow the practice through consistent marketing efforts.

Key Responsibilities

Front Office Responsibilities

• Welcome patients and visitors with professionalism, compassion, and excellent customer service.
• Answer incoming phone calls, respond to inquiries, and direct calls appropriately.
• Schedule, confirm, and manage appointments for multiple therapy providers.
• Verify insurance benefits, collect copays, and process patient payments.
• Maintain accurate and confidential patient records within the electronic health record (EHR) system.
• Assist with patient registration, intake paperwork, referrals, and authorizations.
• Communicate effectively with therapists regarding scheduling, patient needs, and operational updates.
• Maintain a clean, organized, and welcoming front office environment.
• Support general administrative duties including scanning, filing, faxing, emailing, and other office tasks as assigned.

Marketing Responsibilities

• Travel locally to physician offices, hospitals, schools, daycare centers, community organizations, and other referral sources to promote Ideal Therapy's services.
• Build and maintain positive relationships with referral partners and community organizations.
• Deliver marketing materials, brochures, referral packets, and promotional items.
• Assist with planning, organizing, and attending community outreach events, health fairs, networking opportunities, and company events.
• Help maintain inventory of marketing materials and coordinate reorders as needed.
• Support social media, website updates, newsletters, and other basic digital marketing initiatives.
• Assist with creating, organizing, and distributing marketing campaigns under leadership direction.
• Track marketing visits, outreach activities, referral relationships, and follow-up communication.
• Represent Ideal Therapy professionally while maintaining a positive brand image in the community.
• Perform other marketing and administrative duties as assigned to support practice growth.

What We Offer

• Competitive hourly pay based on experience.
• Opportunities for performance-based raises and career growth.
• Structured onboarding and comprehensive training.
• Cross-training in healthcare administration, insurance, scheduling, patient relations, and healthcare marketing.
• Opportunities to develop professional skills in operations, business development, and community outreach.
• Mileage reimbursement for approved business travel.
• Flexible scheduling with full-time and part-time opportunities available.

REQUIREMENTS

• Minimum of 1-2 years of experience in a front office, administrative, or receptionist role (healthcare or therapy setting preferred)
• Strong verbal and written communication skills with the ability to represent Ideal Therapy positively
• Proficiency with computers, email, and office software experience with QEMR systems preferred
• Ability to multitask, prioritize responsibilities, and adapt in a fast-paced clinical environment
• Dependable, punctual, and demonstrates a strong work ethic
• High School Diploma
• Self-motivated and proactive mindset with the ability to work independently, represent the organization professionally, and contribute to practice growth through community engagement and marketing initiatives.
• Strong organizational and time management skills with the ability to balance front office responsibilities while managing multiple marketing projects and outreach activities.
• Experience with social media platforms and basic marketing tools (e.g., Canva, Microsoft Office, or similar) to assist with marketing campaigns and promotional materials.
• Excellent interpersonal and communication skills with the confidence to build and maintain professional relationships with referral sources and community partners.
• Valid driver's license and reliable transportation with the ability to travel locally for physician outreach, community events, and marketing visits.

About Ideal Therapy

Since 2008, Ideal Therapy has provided high-quality Occupational, Speech, Physical, Pelvic Floor, and Aquatic Therapy with a strong focus on compassionate, client-centered care. Our front office team plays an essential role in supporting daily operations, assisting clients and families, and ensuring a smooth, welcoming experience from the first point of contact.

As a woman-owned and managed clinic, Ideal Therapy offers a supportive, team-oriented work environment. We value professionalism, reliability, and collaboration, and we support ongoing learning and growth for our front office staff. At Ideal Therapy, administrative team members are respected as integral contributors to our mission of delivering exceptional care.