Receptionist, Administrative​/Clerical

Job Summary

The purpose of this position is to facilitate the efficient transfer of phone calls, patient inquiries, information, and mail to the appropriate individuals in the PT department in a timely and professional manner. Besides monitoring the phone system, scheduling, and correspondence, there are additional clerical responsibilities which are done on a regular and as‑needed basis to maintain the continuous operation of the PT department.

• A high school diploma or B.A. in Communications is preferred.
• Computer skills are preferred (scheduling software, EMR systems, email).
• Must be able to read, write, and speak English clearly.

• Must be physically and mentally capable of performing routine job duties.
• Good organizational, planning, and multitasking skills.
• Be personable with patients, families, and staff in a professional and cooperative manner.
• Must have compassion, tolerance, and understanding for patients receiving therapy services.

• Support the PT department’s philosophy of care and strive to achieve its goals and objectives.
• Assist with the schedules of all PT clerical staff and therapy assistants to ensure uninterrupted service at all times.
• Review the daily PT schedule to ensure it is complete, obtain supervisor’s approval, and communicate updates as needed.
• Operate the PT reception area efficiently.
• Maintain a continuous presence at the desk.
• Greet patients, families, and visitors in a cordial and friendly way.
• Keep the desk and waiting area neat and organized.
• Operate the phone system: answer incoming calls professionally and courteously; determine purpose of calls and transfer to the appropriate therapist, assistant, or manager; take messages for PT office staff as needed.
• Complete paperwork in a timely and neat manner, including:
  • Prepare new patient face sheets and intake forms using the EMR system.
  • Complete tracking logs, insurance notifications, and payment receipts as requested.
  • Copy or assist with patient packets, therapy documentation, and other department forms.
  • Monitor and identify all visitors to the PT department, ensuring sign-in procedures are followed.
  • Distribute department mail and communication to the appropriate staff members.
  • Coordinate deliveries of supplies or equipment by signing required delivery notices and notifying the appropriate staff.
  • Maintain the confidentiality of patient information and honor patients’ personal and property rights.
  • Follow established fire, disaster, safety, infection control, and evacuation policies and procedures.
• Perform other related duties as assigned by the PT Manager, Supervisor, or Department Director.

• Entry level

• Full-time

• Administrative

• Hospitals and Health Care