PHYSICAL THERAPY RECEPTIONIST | MONTGOMERY

Job Description

Job Description

Essential Responsibilities:

Patient Access & Phone Management

• Answer incoming calls promptly and professionally.
• Return all voicemail messages on the same business day.
• Prevent voicemail backlog.
• Schedule and reschedule patients accurately and efficiently.
• Prepare clinic schedules 2–3 days in advance.

Insurance Verification & Authorizations

• Verify insurance benefits prior to first visit.
• Submit authorizations within 24 hours of evaluation unless otherwise specified.
• Monitor pending authorizations proactively (minimum 2–3 checks per week).
• Request additional authorization visits prior to expiration.
• Maintain accurate authorization tracking.
• Communicate authorization status clearly and promptly to therapists.

Documentation & System Accuracy

• Enter referrals and prescriptions accurately into designated systems.
• Complete check-in processes in a timely manner to allow therapist documentation.
• Scan and upload all documentation within 24 hours.
• Ensure all information entered into systems is double-checked for accuracy.

Task Management & Communication

• Complete assigned tasks within 24 hours.
• Confirm task completion with the assigning therapist.
• Respond to internal and external emails promptly.
• Communicate proactively if a deadline cannot be met.
• Escalate issues early rather than allowing backlog to accumulate.

Operational Accountability

• Maintain organized tracking system for all active patients.
• Prioritize time-sensitive responsibilities.
• Remain at workstation during business hours except for work-related tasks.
• Minimize non-work-related distractions.
• Comply with workplace technology and device policies.

Required Competencies

Organizational Discipline

Ability to manage multiple concurrent tasks without losing accuracy or timeliness.

Urgency & Follow-Through

Bias toward immediate action. Does not wait for reminders.

Attention to Detail

Understands that small errors can impact billing, compliance, and patient care.

Independent Work Ethic

Maintains productivity without direct supervision.

Professional Communication

Clear, concise, and proactive communication with therapists, billing staff, and external partners.

Comfort With Accountability

Accepts feedback constructively and implements corrections consistently.

Minimum Qualifications

• High school diploma or equivalent required.
• Prior experience in medical office, therapy clinic, or healthcare administration preferred.
• Experience with insurance verification and authorizations preferred.
• Strong computer proficiency required.
• Experience with electronic medical record systems preferred.

Performance Standards

The following standards are required for continued employment:

• No recurring voicemail backlog.
• Authorizations submitted and monitored within required timelines.
• Tasks completed within 24 hours.
• No preventable authorization denials due to failure to verify or monitor.
• Documentation scanned within 24 hours.
• Minimal need for repeated follow-up from therapists or supervisors.
• Consistent compliance with workplace conduct and device policies.

Work Environment Expectations

This position requires:

• Ability to multitask in a fast-paced clinical environment.
• Professional demeanor at all times.
• Focused work behavior during business hours.
• Reliability and consistency in daily execution.

Statement on Accountability

This role is essential to patient care continuity and revenue integrity. Consistent performance, accuracy, and follow-through are mandatory components of the position.