Therapy Office Aide

Position Title: Therapy Office Aide, Full-Time Department: Health Services Reports To: Business Office Manager FLSA Status: Non-Exempt Prepared By: Nicole Baylor, Community Supports Director Date: March 4, 2026 Summary The Therapy Office Aide is responsible for scheduling and completing patients’ files to ensure the efficient operation of Global Therapy & Services in a person‑centered environment. The role includes patient scheduling, collecting co‑pays, creating patient files, and contacting patients regarding their file status. The Therapy Office Aide serves as a backup to the Business Office Manager for overall billing, credentialing, and patient process operations, including submissions of daily private, State, and Medicaid insurance, collecting co‑pays, creating patient files, and communicating with patients. Essential Duties Meet and greet incoming patients in a professional manner and promptly notify the appropriate person of their arrival. Complete necessary paperwork assigned by the Physical Therapy Manager, Physical Therapy Assistant, or others as assigned. Perform various clerical duties, including answering telephones, operating office equipment and computer systems, copying, scanning, referrals, and other mail on a daily basis; filing medical information into client files; transcribing, typing, and distributing necessary paperwork; and performing follow‑up. Schedule, reschedule, and cancel appointments. Perform assigned billing operations within the agency’s billing platform. Work with private‑pay customers and various insurance carriers to send invoices, collect co‑pays, and ensure timely payments. Perform lifting and transferring techniques as trained, pass performance testing, and occasionally lift or push/pull up to 50 lbs, requiring floor‑to‑waist, waist‑to‑shoulder, or shoulder‑to‑overhead movements. Drive agency vehicles for agency business as assigned and as necessary. Maintain physical and mental stamina required to sit, walk, stand, climb stairs, restrain clients as trained, sit at a computer for long periods, repeat hand, arm, or finger motions, communicate verbally, tolerate noise, and handle stressful deadlines. Additional Duties and Responsibilities Utilize the Electronic Medical Records to maintain patient information and schedule them. Maintain petty cash and submit for reimbursement on a regular basis. Ensure timely photocopying, faxing, scanning, and distribution of documents as required. Help patients understand Explanation of Benefits (EOB) and provide guidance on EOBs. Maintain an orderly accounting filing system. Receive and sign for packages, and deliver to the appropriate person promptly. Establish a good line of communication with all staff and patients. Comply with local, state, and federal government reporting requirements. Maintain the physical facility and/or job site, both interior and exterior, in a clean, safe, and orderly fashion, including facility laundry to ensure PT staff have adequate linens during patient treatment, and keep lobby/waiting area and gym area clean. Maintain strict confidentiality of patient information, comply with HIPAA rules, and safeguard all agency information. Work flexible schedules or within various environments as the agency and supervisor deem necessary; attend and be prompt to assigned shifts. Represent the agency in the community through positive public relations and active involvement in civic functions. Advise the supervisor of concerns and problems that arise within the agency. Follow agency procedures for purchasing items on behalf of the agency. Follow agency policies and procedures in carrying out duties. Safeguard all agency funds and property. Perform other duties as assigned by the Physical Therapy Manager, CSD, CEO, or designee. Perform other reasonable duties as may be assigned. Qualifications Minimum Qualifications: High school diploma or GED; at least 18 years of age; experience utilizing EMR systems and one year of office administration in a healthcare setting; licensed driver with reliable transportation; valid Colorado Driver’s License within ten days of hire if out‑of‑state license; background check, drug and alcohol check, reference check, and motor vehicle checks passed; current motor vehicle insurance; driving is an essential job duty. Preferred Qualifications: Associate degree in office administration with one year of clinical experience in physical therapy. Physical Demands The employee will regularly sit, walk, and stand; occasionally twist at the neck and/or trunk, squat, stoop, kneel, reach above the head, and perform forward motion; continuously repeat the same hand, arm, or finger motions many times; lift or push/pull up to 50 lbs; tolerate stress; and communicate through speech with clients and the public. Manual and finger dexterity, vision sensitivity, and hearing are required. Work Environment Noise levels are usually moderate to loud; inside environments; irregular or extended hours; overall conditions require the employee to work in an environment that can be moderate to loud, inside, with irregular or extended hours. Skill and Ability Requirements Language Skills: Read and comprehend simple instructions, correspondences, and memos; analyze and interpret general business periodicals, professional journals, technical procedures, manuals, and government regulations; write reports and business correspondence; present information and respond to questions from groups of administrators, managers, employees, clients, clients’ parents, and the general public. Mathematical Skills: Apply basic mathematical concepts such as fractions, percentages, ratios, and proportions; compute rates, ratios, and percent; draw and interpret bar graphs; solve problems involving probability and statistical inference; and produce necessary reports. Reasoning Ability: Deal with problems involving a variety of concrete variables; solve practical problems; interpret various instructions furnished in written, oral, diagram, or schedule form; define problems, collect data, establish facts, and draw valid conclusions. #J-18808-Ljbffr Inspiration Field