Office Manager/Billing Specialist

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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 with the subject line “Office Manager position” by Friday, May 21, 2021.