Office Manager

Job Description

Job Description

RECOVRY Physical Therapy is seeking a friendly, organized, detail-oriented, and highly motivated Office Manager to lead the front office operations of our Garden City location.

This is not just a front desk position. This role is for someone who can take ownership of the patient experience, manage administrative systems, communicate clearly with patients, and help the office run smoothly each day. The ideal candidate is professional, confident, compassionate, and able to explain insurance benefits in a clear, transparent, and reassuring way.

As the first point of contact for many patients, you will play a major role in helping people understand their care options, financial responsibilities, insurance benefits, and the value of receiving high-quality physical therapy at RECOVRY.

• Greet patients warmly and create a welcoming, professional environment
• Answer phone calls, respond to inquiries, and direct calls appropriately
• Schedule, confirm, and reschedule patient appointments
• Manage the daily patient flow and keep the schedule organized
• Maintain a clean, organized, and professional front desk and waiting area
• Support the clinical team with administrative needs throughout the day
• Help create a high-end, service-focused experience for every patient

• Verify patient insurance benefits accurately and efficiently
• Clearly explain insurance benefits, out-of-network benefits, deductibles, visit limits, co-pays, co-insurance, and patient responsibility
• Help patients understand the difference between insurance coverage and actual out-of-pocket costs
• Communicate our payment options and care model with confidence and transparency
• Assist patients who may be confused, frustrated, or hesitant about insurance or cost
• Help convert patient inquiries into scheduled evaluations by clearly explaining the value of our services
• Assist with prior authorizations, insurance documentation, and claim-related follow-up as needed

• Collect co-pays, patient balances, and payments at time of service
• Process payments and maintain accurate billing/payment records
• Ensure patient paperwork, intake forms, insurance information, and authorizations are complete and up to date
• Maintain patient records with confidentiality, accuracy, and HIPAA compliance
• Communicate with billing team members regarding insurance issues, patient balances, and missing information
• Monitor outstanding administrative tasks and follow through until completed

• Take ownership of the front office experience and daily administrative workflow
• Help train, guide, and support front desk staff as the office grows
• Identify areas where systems, communication, or patient experience can be improved
• Ensure office policies and procedures are followed consistently
• Help reduce scheduling gaps, missed appointments, and patient confusion
• Communicate effectively with management and clinical leadership

• High school diploma or equivalent required; additional education in healthcare administration, business, or medical office management is a plus
• Previous experience in a medical office, physical therapy clinic, chiropractic office, dental office, or healthcare setting preferred
• Strong understanding of insurance verification, benefits, deductibles, co-insurance, co-pays, and patient responsibility
• Ability to explain insurance and financial information clearly and confidently to patients
• Strong customer service, communication, and interpersonal skills
• Organized, detail-oriented, reliable, and able to multitask in a fast-paced environment
• Comfortable with phone calls, patient conversations, scheduling, payments, and administrative follow-up
• Proficiency with EMR systems, Microsoft Office, and general computer systems
• Professional attitude, strong work ethic, and ability to take initiative
• Leadership or office management experience is strongly preferred

The ideal candidate is someone who enjoys working with people, takes pride in organization, and understands that the front office plays a major role in the success of the practice. We are looking for someone who can help patients feel comfor