Download the PDF version.

Job Summary: Nantahala Physical Therapy, a busy, outpatient physical therapy clinic in Franklin, North Carolina, that is privately owned, is seeking an office manager, preferably one that can also handle the billing duties. The office manager/billing specialist is responsible for day-to-day front office operations and billing collections.

Primary Job Duties:

• Assure clinic is open and appropriately staffed during regularly scheduled hours.
• Select, train, supervise, and monitor quality and production levels of administrative staff.
• Develop monthly front office staff schedule.
• Maintain/work all patient accounts from initial visit until account has zero balance.
• Initiate phone contacts/other correspondence on accounts as needed for collections.
• Ensure positive public relations when dealing with patients, referral sources, payors, and colleagues.
• Report problems or difficulties involving patient accounts to clinic owner. Reporting of problems should be in writing and should include suggested solutions.
• Prepare deposit or post payments/adjustments to accounts on a daily basis.
• Assure cash drawer is balanced. Prepare bi-weekly bank deposits.
• Assure administrative staff is adequately trained and equipped to perform their jobs.
• Communicate and ensure compliance with company policies and procedures.
• Address performance and disciplinary issues with administrative staff.
• Resolve and approve billing holds, financial refunds and accounting corrections originating at the site.
• Monitor supply inventories and order all supplies.
• Interact with patients and caregivers, review patient feedback, and address customer service issues. Ensure patient wait times are meeting goals.
• Inspect and maintain records on facilities and equipment.
• Oversee scheduling patients for new and follow-up visits.
• Coordinate and maintain contact with referring physicians to ensure satisfaction with how their patients are being treated.
• Report on weekly, and monthly patient volume/cancellations to clinic owner.
• Create reports in Excel to allow management to measure financial performance of clinic.
• Create reports in Turbo PT to measure certain key performance indicators.

• Coordinate facility and equipment maintenance and other vendor services.
• Perform front-end registration and/or clinical tasks as a back-up in case of absence or high demand.

The ideal candidate will also be one willing or trained to do the following:

• Responsible for billing and collecting on all accounts and to obtain accurate reimbursement in a timely manner for all charges generated from patient treatment, as permissible by contract or law, using Turbo PT software.

Job qualifications:

• Undergraduate degree or equivalent and 3-5 years management experience.
• Preferred candidate would have one or more years in billing and/or collections in a hospital or physician practice setting (particularly experience using Turbo PT)
• Understand and be competent to perform the front desk registration and how to obtain insurance authorizations for physical therapy.
• Complete training in HIPAA, CPR and emergency procedures, and other clinical/administrative issues.
• Proficient to use and train others in common PC applications including Internet, Email, and Microsoft Office.
• Superior customer service skills to handle escalated issues.
• Ability to supervise, train, and evaluate new and current staff in a professional, efficient yet kind manner.

Email cover letter, resume and salary expectations to Molly Phillips at molly@nantahalapt.com with the subject line “Office Manager position” by Friday, May 21, 2021.