Front Desk and Administrative Coordinator

Job Description

Job Description

EHS | Concierge Physical Therapy & Wellness

For over 20 years, EHS has been a leading concierge physical therapy and wellness practice, delivering highly individualized care with exceptional outcomes. We are committed to raising the standard of care through a personalized, high-touch approach that prioritizes quality over volume.

This is not a traditional front desk role. We are seeking an experienced administrative professional who combines exceptional customer service with a strong understanding of medical office operations, including insurance verification, claims submission and claim follow-up. 

As the first point of contact, you set the tone for every patient experience, and you take pride in contributing to a team focused on delivering exceptional care. You are reliable, organized, and committed to excellence, demonstrating discretion, sound judgment, and consistency in every interaction. 

Key Responsibilities

Client Communication and Coordination

• Serve as the first impression of the practice, creating a professional, welcoming, and highly attentive environment
• Manage client flow, including check-in/check-out and overall front desk operations
• Respond to client calls, emails, and inquiries with professionalism, accuracy, and timeliness
• Prepare clients for appointments, including intake completion and accurate EMR documentation
• Manage scheduling, data entry, and document handling
• Maintain accurate and up-to-date client records across systems
• Maintain a clean, organized, and elevated physical space  

Administrative Responsibilities

• Support the daily administrative operations of the practice, ensuring efficiency, organization, and attention to detail.
• Manage administrative projects and communications, including email database maintenance..
• Prepare, organize, and manage administrative documents, correspondence, and office records with accuracy and confidentiality.
• Identify opportunities to improve workflows and contribute to the ongoing efficiency and organization of the practice.

Insurance & Revenue Cycle Responsibilities

• Process and track prior authorization requests when required
• Submit insurance claims accurately and in a timely manner
• Follow-up on outstanding claims, denials, and payment issues with insurance carriers
• Verify and maintain accurate patient demographic and insurance information
• Communicate financial policies and responsibilities clearly and professionally
• Maintain HIPAA compliance and patient confidentiality

Team Collaboration

• Work closely with providers and administrative teams to ensure a seamless client experience
• Contribute to a culture of professionalism, accountability, and high standards

Required

• 2+ years of administrative experience in a healthcare or medical office
• Experience submitting insurance claims/prior authorizations and working with commercial insurance plans
• Exceptional customer service skills with strong verbal and written communication
• Ability to manage multiple priorities with poise and attention to detail
• Proactive, self-motivated, and solutions-oriented mindset
• Strong listening skills with a genuine commitment to client care
• Proficient with Microsoft Office and EMR systems

Benefits

• A professional, team-oriented environment committed to excellence
• Opportunities for continued learning, skill development, and advancement within a high-standard, concierge care setting
• Consistent scheduling that supports work-life balance
• The opportunity to contribute meaningfully to a best-in-class client experience

This description reflects the general scope of the position and is not intended to be all-inclusive. Responsibilities may change as needed to support the operations of the practice. All information provided will be treated with strict confidentiality in accordance with EEO guidelines. Applicants must be legally authorized to work in the United States.