Administrative Operations Coordinator

This job requires some Saturday hours in rotation with the other receptionists. If you cannot work some Saturday’s, please do not apply.

The Administrative Operations Coordinator supports the daily operations of the clinic by assisting with insurance processes, reporting, scheduling coordination, and administrative functions. This role works closely with the front office, billing team, and leadership to ensure workflows run smoothly and efficiently.

The role is a hybrid ops + admin + revenue cycle, so it is a detail-oriented, task-focused position that requires strong organization, accuracy, and the ability to support multiple departments of the clinic as needed.

Key Responsibilities

Insurance & Patient Access

• Perform all insurance verifications prior to patient visits
• Obtain and track patient authorizations to ensure timely insurance payment and patient care
• Communicate insurance-related updates or issues to appropriate team members
• Assist in resolving verification or authorization discrepancies

Billing & Medical Records Support

• Support the billing team by assisting with questions and issue resolution
• Process and fulfill medical records requests in a timely and compliant manner
• Ensure necessary documentation is available to support billing and authorization needs

Scheduling Coordination

• Develop and maintain the clinician and gym staff Saturday rotation schedule
• Make updates to the schedule as needed based on clinic needs

Front Office Support

• Cross-train to assist with front desk responsibilities as needed
• Provide coverage for front office staff when necessary
• Support daily front office functions to maintain smooth patient flow

Reporting & Administrative Support

• Generate and maintain routine operational reports, including:
• Front Office Collections Report
• Graduation/Discharge Report
• Cancellation Fee Report
• Additional reports as requested
• Cross-train in payroll and operational reporting processes to provide support when needed

Qualifications

• Must have familiarity with insurance verification and authorization processes
• Previous experience in a medical office or healthcare setting strongly preferred
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and priorities
• Strong communication and problem-solving skills
• Experience with EMR systems is a plus

Key Attributes for Success

• Reliable and consistent in task completion
• Detail-oriented and accurate
• Team player willing to support multiple areas
• Able to adapt and assist where needed

Qualifications:

Attire is business casual. Schedule is Monday, Wednesday, Thursday 8-5 or 9-6. Tuesday & Thursday is 7-4. Saturdays are on a rotation with other receptionists and are from 8am-2pm.

Punctual, dependable, good communication skills, and take pleasure and satisfaction in doing a great job.

Healthcare receptionist experience a plus. EMR software a plus. Competitive pay and full benefits available.

We are a growing unique, dynamic physical therapy practice with great energy and atmosphere.

Work Remotely

• No

Job Type: Full-time

Pay: $19.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Life insurance
• Paid time off

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)
• Medical terminology: 1 year (Preferred)
• Computer skills: 1 year (Preferred)
• Front Desk: 1 year (Preferred)

Ability to Relocate:

• Knoxville, TN 37921: Relocate before starting work (Preferred)

Work Location: In person