Therapy Registration Specialist

Summary: The Therapy Registration Specialist greets and assists patients while providing comprehensive administrative and registration support for the therapy clinics. This role focuses on creating a smooth, welcoming patient experience while ensuring accurate scheduling, insurance verification, and documentation to support efficient clinic flow and high-quality patient care.

• Greet and engage patients and visitors in a prompt, courteous, and professional manner, both in person and over the phone; manage multi-line phone systems and direct calls appropriately
• Schedule, confirm, cancel, and reschedule therapy appointments while coordinating with therapists and other departments to optimize clinic flow
• Actively manage same-day and next-day appointment cancellations to maximize patient volume and minimize gaps in the schedule
• Check in patients and collect, verify, and update patient demographics, insurance, and billing information within the EHR/practice management system
• Create and maintain accurate patient charts and ensure required paperwork is issued, completed, and documented correctly
• Verify insurance eligibility, explain coverage and benefits, collect copays and deductibles, and assist patients with basic billing questions
• Obtain and manage insurance authorizations for therapy services, including assigning visits to authorizations and maintaining authorizations through payer portals
• Navigate payer portals to complete eligibility checks and online authorization maintenance
• Prepare daily work areas, manage administrative reports (e.g., waitlists, missed appointments), and assist with general office organization and filing
• Properly utilize EHR systems and remain current on required training, workflows, and documentation standards
• Communicate effectively with therapists and other departments to support efficient patient care and clinic operations
• Secure patient information and maintain strict confidentiality in accordance with HIPAA and organizational policies
• Assist with coverage of other staff as needed and support orientation and training of new employees when requested

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required

• High School diploma or equivalent required at minimum
• Experience in a medical, therapy, or related registration role preferred
• Familiarity with insurance processes, authorizations, and medical terminology preferred

• Requires prolonged periods of sitting at a desk and working on a computer
• Ability to operate multi-line phone systems and standard office equipment
• Hearing and vision abilities within normal range, or corrected, to observe and communicate with patients and staff
• Ability to multitask and work efficiently in a fast-paced therapy clinic environment
• Position may involve front office, mid-office, and back office responsibilities
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions

• Full time: 40 hours minimum per week; overtime as needed
• Varied day shift hours on weekdays

• Minimal travel may be required to assist in coverage at satellite therapy location
• Health, Dental, and Vision Insurance
• 401k Plan, 3% Safe Harbor Non-Elective Employer Contribution
• Employer-provided $25,000 Group Life Insurance
• Voluntary Life Insurance
• Short-Term and Long-Term Disability
• Accident, Hospital, Critical Illness/Cancer Benefits
• Mileage Reimbursement for travel between office locations
• Certificate and Continuing Education Reimbursement
• Accrual Paid Time Off (up to 19 days off within 1st year)