Office Assistant


The Office Assistant is responsible for greeting patients and office visitors, answering the telephone,  producing and maintaining all patient clinical records, patient scheduling, patient intake, insurance  verification and processing all patient documentation for physician offices/referral sources.  


The essential functions include, but are not limited to the following: 

  • Assembles and produces all patient information folders and clinical records on new patients. Maintains existing patient clinical records on a timely and consistent basis. 
  • Creates accurate documentation to ensure timely and correct billing. 
  • Ensures all required patient documents are complete and included in the EMR. Adheres to the established policies and procedures of the facility. 
  • Verifies insurance coverage and provides any requested medical information to insurance  companies. 
  • Assumes any other responsibilities that may be assigned by the Business Office Manager, Office  Coordinator or Director of Physical Therapy. 
  • Answers phones and disburses mail. 
  • Faxes and/or processes Plan of Care, Progress notes and other communication to Physicians’  offices and other referral sources. 
  • Collects insurance co-payments. 
  • Other duties as assigned. 


  • High School diploma or GED. 
  • One or more years of experience in a medical records department or recent graduation from an  accredited medical records program, strongly preferred. 
  • Strong attention to detail and accuracy. 
  • Strong interpersonal skills with a focus on exceptional customer service. 
  • Computer experience with windows, spreadsheets and word processing preferred. 


The physical demands described here are representative of those that must be met by an employee to  successfully perform the essential functions of this position. Reasonable accommodations may be made  to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The  employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The  employee is occasionally required to stand; walk; and reach with hands and arms. Must be able to sit for  extended periods of time completing computer work and answering phones. The employee must  occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this position include  close vision, color vision, distance vision, and the ability to adjust focus. The noise level in the work  environment is usually low to moderate.

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