Therapy Office Aide

Position Title: Therapy Office Aide, Full-Time

Department: Health Services

Reports To: Business Office Manager

FLSA Status: Non-Exempt

Prepared By: Nicole Baylor, Community Supports Director Date: March 4, 2026

Approved By: Kirsten Bonds, Human Resources Director Date: March 12, 2026

Johnnie DeLeon, Chief Executive Officer Date: March 12, 2026

"Colorado Residents: In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information."

I. SUMMARY: The Therapy Office Aide is responsible for scheduling and completing

patients’ files relative to the efficient operation of Global Therapy & Services in a person-

centered environment. The Therapy Office Aide will handle patient scheduling, collecting

co-pays, creating patient files, and contacting patients regarding their patient files. The

Therapy Office Aide will serve as a backup to the Business Office Manager for the overall

billing, credentialing, and patient process operations of Global Therapy & Services,

including submissions of daily private, State, and Medicaid insurance, collecting co-pays

and creating patient files, and making contact with patients about their patient file.

II. ESSENTIAL DUTIES and MINIMUM QUALIFICATIONS:

1. Meet and greet incoming patients in a professional manner and promptly notify the

appropriate person of their arrival.

2. Complete necessary paperwork assigned by the Physical Therapy Manager and Physical

Therapy Assistant or others as assigned.

3. Perform various clerical duties, which include but are not limited to: answering

telephones; operating various office equipment and computer systems; copying, scanning,

referrals, and other mail on a daily basis; filing medical information into clients’ files;

transcribing, typing, and distributing necessary paperwork; and performing follow-up on

assigned tasks, etc.

4. Scheduling, rescheduling, and canceling appointments

5. Perform assigned billing operations within the agency’s billing platform.

6. Work with private pay-customers and various insurance carriers to send invoices to them

and collect co-pays, and ensure timely payments are received.

7. Must be able to perform Lifting and Transferring techniques as trained and pass

performance testing. The employee may occasionally lift and/or push and pull up to 50

lbs. Lifting may require floor to waist, waist to shoulder, or shoulder to overhead

movement.

8. Driving of agency vehicles for agency business as assigned and as necessary.

9. Must, with or without reasonable accommodation,

• Able to regularly sit, walk, stand, climb up and down stairs, physically restrain clients

pursuant to training (when necessary) and sit at a computer for long periods of time

and repeat the same hand, arm, or finger motion many times (typing, data entry).

• Communicate through speech with individuals in service and public in both quiet and

noisy environments.

• Operate a personal computer and related software.
• Tolerate various levels of stress and meet deadlines with severe time constraints.

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• Demonstrate specific vision abilities which include close, distance, and depth

perception and are able to read handwritten or typed material, and able to adjust

focus.

• Work and concentrate in both noisy and quiet environments.
• Squat, stoop, kneel, and reach above the head. Forward motion will occasionally be

required.

• Work inside the building a majority of the time.

10. Essential Duties include the Physical Demands listed below.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

11. Utilize the Electronic Medical Records to maintain patient information and schedule them.

12. Maintain petty cash and submit for reimbursement on a regular basis.

13. Ensure timely photocopying, faxing, scanning, and distribution of documents as required.

14. Have a great understanding of Explanation of Benefits (EOB) and help patients

understand the EOB.

15. Maintain an orderly accounting filing system.

16. Receive and sign for packages, and deliver to the appropriate person promptly.

17. Establish a good line of communication with all staff and patients.

18. Comply with local, state, and federal government reporting requirements.

19. Maintain the physical facility and/or job site, both interior and exterior, in a clean, safe, and

orderly fashion. This includes facility laundry to ensure that PT staff have adequate linens

to provide to patients during their treatment, ensuring the lobby/waiting area and gym area

remain clean.

20. Maintain strict confidentiality of information learned regarding patients, individuals in

service, program issues, and staff information. Complying with HIPAA rules to ensure the

safeguarding of patients' information.

21. Work flexible schedules or within various environments as the agency and supervisor

deem necessary. Staff attendance and promptness to assigned shifts are essential. The

responsibilities of this position may require staff to be able to work irregular or extended

hours, evenings, nights, weekends, holidays, etc.

22. Represent the agency in the represented communities through positive public relations

and active involvement in civic functions.

23. Advise supervisor of concerns and problems that arise within the agency.

24. Follow agency procedures when purchasing items on behalf of the agency.

25. Follow agency policies and procedures in carrying out duties.

26. Safeguard all agency funds and property.

27. Performs other duties as assigned by the Physical Therapy Manager, CSD, CEO, or

designee.

28. Other reasonable duties as may be assigned.

QUALIFICATION REQUIREMENTS: The requirements listed below are representative of the

knowledge, skill, and/or ability necessary for success. An individual must be able to perform

each essential duty satisfactorily.

MINIMUM/PREFERRED QUALIFICATIONS:

Minimum: This position requires a high school diploma or GED. Must be at least 18 years of

age. Experience utilizing EMR systems and 1 year of office administration in a healthcare

setting. Persons hired into this position must be licensed drivers and have reliable

transportation. If current license is from out-of-state, a valid Colorado Driver’s License is

required within ten days of hire. Background check, drug and alcohol check, reference check,

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and motor vehicle checks must be passed. Current motor vehicle insurance is required.

Driving is an essential job duty.

Preferred: Associate degree in office administration with 1 year of clinical experience in

healthcare.

PHYSICAL DEMANDS: The physical demands described here are representative of those

that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee will regularly sit, walk, and stand.

Occasionally, movement that requires twisting at the neck and/or trunk more than the average

person, squatting/stooping/kneeling, reaching above the head, and forward motion will be

required. The employee will continuously be required to repeat the same hand, arm, or finger

motion many times. Manual and finger dexterity are essential to this position. Specific vision

abilities required by this job include close, distance, depth perception and telling differences

among colors. The employee must be able to communicate through speech with clients and

the public. Hearing requirements include conversation in both quiet and noisy environments.

The employee will occasionally lift and/or push and pull up to 50 pounds. Lifting may require

floor to waist, waist to shoulder, or shoulder to overhead movement. This position demands

tolerance for various levels of stress.

WORK ENVIRONMENT: The work environment characteristics described here are

representative of those an employee encounters while performing the essential

functions of this job.

The noise level in the work environment is usually moderate to loud. Working conditions

normally involve inside environments. This position requires working irregular or extended

work hours.

SKILL/ABILITY REQUIREMENTS: To perform this job successfully, an employee must be

able to perform each essential duty satisfactorily. The requirements listed below are

representative of the knowledge, skill, and/or ability required.

LANGUAGE SKILLS: Able to read and comprehend simple instructions, correspondence,

and memos. Able to read, analyze, and interpret general business periodicals, professional

journals, technical procedures, manuals, or governmental regulations. Able to write reports,

business correspondence, and procedure manuals. Able to effectively present information

and respond to questions from groups of administrators, managers, employees, clients,

clients’ parents, and/or the general public is required.

MATHEMATICAL SKILLS: Able to apply basic mathematical skills to include concepts such

as fractions, percentages, ratios, and proportions to practical situations. Able to compute

rate, ratio, and percent and to draw and interpret bar graphs. Able to work with mathematical

concepts such as probability and statistical inference and provide necessary reports as

needed.

REASONING ABILITY: Able to deal with problems involving a variety of concrete variables

in standardized situations. Able to solve practical problems and deal with a variety of

concrete variables in situations where only limited standardization exists. Able to interpret a

variety of instructions furnished in written, oral, diagram, or schedule form. Able to define

problems, collect data, establish facts, and draw valid conclusions.

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III. SUPERVISORY RESPONSIBILITIES:

The Business Office Manager provides the bulk of supervision required. At times, the

Physical Therapy Manager may provide direct supervision as well. In general, this position

requires that the individual work independently approximately 80% of the time.

IV. OTHER SKILLS and ABILITIES:

Able to work with others, with system issues, and able to work within designated time frames.

Patience in dealing with staff, individuals in service, and parents/guardians. Able to develop

effective working relationships with staff, individuals in service, and the community. Good

communication skills and being able to work with others as a team is a must. Able to

communicate clearly and concisely, both orally and in writing. Able to perform duties in

accordance with agency policies and procedures.

V. CERTIFICATES, LICENSES, REGISTRATIONS: N/A

STATEMENT OF UNDERSTANDING:

I have read this job description and understand its contents. I also understand that this job

description is not intended to be and should not be construed as an exhaustive list of all the

responsibilities, duties, skills, efforts, or working conditions associated with my position.

INSPIRATION FIELD IS AN “AT WILL” EMPLOYER. EMPLOYMENT BETWEEN THE

PARTIES IS INDEFINITE AND IS TERMINABLE AT THE WILL OF EITHER OF THE

PARTIES AND MAY BE TERMINATED AT ANY TIME FOR ANY REASON.