Front Office Coordinator at Pivot Physical Therapy

Virginia Beach, Virginia, United States -

Full Time

Start Date

Immediate

Expiry Date

30 May, 26

Salary

23.5

Posted On

01 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Patient Intake, Financial Clearance, Data Integrity, Revenue Cycle Performance, Scheduling Workflows, KPI Monitoring, EMR Systems, HIPAA Compliance, Microsoft Office Suite, Verbal Communication, Written Communication, Time Management, Attention To Detail, Insurance Verification, Prior Authorization

Industry

Wellness and Fitness Services

Description

Position Overview About Us: At Athletico, we believe in the power of support – because a little help can lead to extraordinary achievements. Physical therapy isn’t just about recovery; it’s about transformation. Our team thrives on providing life-changing care for our patients, and we know that achieving this begins with taking care of our own. Our mission is simple yet powerful: Extraordinary people improving lives. Position Summary: The Patient Experience Coordinator (PEC) ensures accurate patient intake and financial clearance processes, delivering a seamless and exceptional front-office experience while maintaining compliance, safeguarding data integrity, and supporting revenue cycle performance. This role reports directly to the Clinic Manager and collaborates closely with clinical teams, while receiving functional and technical support from the Patient Experience Specialist (PES). Benefits offered with this part-time position: Commuter: Pre-Tax Transit & Parking Retirement 401(k) (for 21+) w/ Per-Pay Company Match SoFi Financial Wellness Tools & Loan Resources HUSK Fitness Resources & Gym Discounts Home, Auto, and Pet Insurance KinderCare Discount Employee Assistance Program (EAP) Employee Discount Program Bereavement Time Off & Resources (part-time and full-time employees) Learn more by checking out our 2026 Athletico's Benefits Summary. Essential Duties and Responsibilities: The below is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organization and the overall business objectives of the organization. Deliver an exceptional front-office experience by greeting patients warmly, resolving issues promptly, and ensuring positive interactions at every touchpoint. Accurately complete patient intake and registration, including demographic verification, insurance eligibility, and authorization requirements, to maintain data integrity and compliance. Educate patients on financial responsibilities, payment options, and digital tools (e.g., patient portal) to improve transparency and engagement. Collect time-of-service payments and meet established collection targets to support revenue cycle performance. Manage clinic scheduling workflows to optimize provider availability and patient access, ensuring alignment with organizational standards. Monitor and achieve key performance indicators (KPIs) for registration accuracy, insurance verification turnaround, and patient satisfaction. Collaborate with Patient Experience Specialists (PES), Billing, and Clinical Operations teams to resolve complex insurance or scheduling issues and escalate as needed. Utilize EMR systems, dashboards, and reporting tools to track patient outcomes, identify discrepancies, and support continuous improvement initiatives. Coordinate communication of patient progress notes and plans of care to referral sources in a timely and accurate manner. Support clinic engagement by organizing patient milestone celebrations and community-building activities in partnership with the clinical team. Participate in ongoing training and cross-training programs to maintain proficiency in front-office operations and contribute to team flexibility. Organizes activities (e.g., patient’s goal celebrations, holiday celebrations) in coordination with the clinical team. Provide Rehab Aide cross training on front office duties. Qualifications: Education: High School Diploma or GED Knowledge and Technical Skills: Excellent customer service skills Proficient with the use of MS Office, Outlook and Excel Knowledge of healthcare insurance benefits and coverage preferred Experience with requesting and managing customer payments preferred Work Experience 1-2 years of customer service required 1-2 years of healthcare administration preferred Knowledge and Technical Skills: Demonstrated ability to deliver exceptional customer service and resolve issues promptly in a high-volume, patient-facing environment Proficiency in electronic medical record (EMR/EHR) systems and scheduling platforms; ability to navigate dashboards and reporting tools for data accuracy Strong understanding of insurance verification processes, prior authorization requirements, and financial clearance workflows Working knowledge of HIPAA compliance and patient privacy standards Skilled in Microsoft Office Suite (Outlook, Excel, Word) and collaboration tools (Teams); ability to learn new technologies quickly Excellent written and verbal communication skills, including the ability to explain financial responsibilities and digital tools to patients clearly Strong organizational and time management skills with attention to detail and accuracy in data entry Ability to meet or exceed performance metrics (e.g., registration accuracy, collection targets) and adapt to continuous process improvements Language Skills: Ability to read, write and speak English proficiently Physical Demands: Ability to fulfill office activities including but not limited to remain stationary for extended periods of time (i.e. while working at a desk), stoop/kneel/crouch, travel around the office, communicate with others (verbal and written), and use fine motor skills including fine hand manipulation and keyboarding. Ability to see at close range, distance vision, peripheral vision, depth perception, and the ability to adjust focus Work Environment: Consistent with a standard office environment, noise level is low with little to no extra ordinary environmental factors. Athletico provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Salaried ranges listed are for full time (40 hour) employees. Additional pay such as incentive, GAP, overtime, and stipends are subject to the rules of each program and may not be available in all locations. Individual base pay depends on various factors, in addition to primary work location, such as complexity and responsibility of role, job duties/requirements, and relevant experience and skills. Base pay ranges are reviewed and typically updated each year. Offers are made within the base pay range applicable at the time. Minimum Salary/Wage USD$ 15.00 Hr. Maximum Salary/Wage USD$ 23.50 Hr.

Responsibilities

The Patient Experience Coordinator is responsible for ensuring accurate patient intake and financial clearance processes while delivering an exceptional front-office experience. This role involves managing clinic scheduling, collecting time-of-service payments, and collaborating with clinical and administrative teams to resolve complex issues.