Administrative Assistant

Job Title: Administrative Assistant

Company: Peak Performance Physical Therapy

Supervisory Responsibilities: Administrative Manager

Position Type: Full-time

Job Summary:

The Administrative Assistant works closely with Patient Care Coordinators (PCCs) to ensure that they understand the clinic’s administrative procedures and policies. In addition to PCC job tasks, the Administrative Assistant will be responsible for organizing and maintaining all clinics’ front desk schedules while monitoring and coordinating patient schedules at each clinic to ensure a streamlined, efficient schedule.

Essential Duties and Responsibilities:

1.    Plan and manage work schedules for PCCs including assigning shifts and scheduling time off.

2.    Provide coverage as needed for PCCs across clinic locations during scheduled PTO and unexpected absences, ensuring continuity of front desk operations and patient service.

3.    Assist in training new PCCs on clinic policies, procedures, and software systems to ensure they can properly complete their work responsibilities.

4.    Conduct regular training sessions to ensure all PCCs are up to date on any changes in the clinic’s protocols, workflows, and procedures.

5.    Work closely with the Administrative Manager to establish and maintain proper internal controls, standards, and procedures that will ensure the integrity of the clinic’s administrative systems.

6.    Develop and maintain relationships with patients, families, and medical providers to ensure optimal communication and coordination of care.

7.    Assist in maintaining patient records and documentation to ensure accuracy and compliance with regulatory standards.

8.    Work with the Administrative Manager to identify areas for improvement and facilitate necessary changes.

Qualifications:

·         High school diploma or GED.

·         2+ years of experience working in a healthcare setting is strongly encouraged.

·         Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.

·         Excellent organizational, time management, and communication skills.

·         Ability to work in a fast-paced environment and adjust priorities quickly when necessary.

·         Ability to work independently while also collaborating effectively with a team.

Physical Requirements:

·         Ability to engage in extended periods of seated office work.

·         Proficient use of computers and office equipment for data entry and communication.

·         Capability to handle phone calls effectively.

·         Precision in using hands and fingers for typing and paperwork.

·         Clear vision for reading documents, computer screens, and performing detailed tasks.

·         Adequate hearing to respond to phone calls and verbal communication.

·         Ability to perform occasional light lifting or carrying of materials of up to 25 pounds.

·         Basic mobility within an office setting.

·         Brief periods of standing may be required.

·         Capability for repetitive motions, such as typing, for extended periods.

Work Environment:

·         Primarily based in an organized office environment.

·         Regular use of computers for administrative tasks.

·         Occasional interaction with patients for scheduling and inquiries.

·         Follows a structured workflow for intake processes and record-keeping.

·         Works collaboratively with administrative and healthcare staff.

Equal Opportunity Employment

Peak Performance Physical Therapy is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, veteran status, or any other characteristic protected by applicable federal, state, or local law.

Job Description Statement

This job description is intended to describe the general nature and level of work performed by the employee in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Duties, responsibilities, and assignments may be changed, added, or modified by Peak Performance Physical Therapy at any time, with or without notice, consistent with applicable law.

The employee must be able to perform the essential functions of the position, with or without reasonable accommodation. Employees who require a reasonable accommodation should contact the appropriate Company representative.

This job description does not create a contract of employment or alter the at-will employment relationship. Employment with Peak Performance Physical Therapy is at will, meaning either the employee or the Company may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law and any written agreement signed by an authorized Company representative.