We are a fun, relaxed Physical Therapy clinic looking for…

A Rockstar Office Administrator / Receptionist

If you enjoy…

  • Making others smile
  • Learning
  • Meeting and talking with a variety of people
  • Having a truly pivotal role in a company which helps those in pain

This could be the perfect position for you!

We need help keeping our physical therapy clinic running efficiently while maintaining a great atmosphere and ensuring clients always know they’ll be welcomed with a smile.

Before we dive into roles and tasks, let me give you a quick background on the company and why this position is going to be so important to it…

I started R&R Physical Therapy about 6 years ago and have purposely kept it a one-man-show until late 2019. I decided it was time to expand the clinic so I moved into a bigger office space and hired my first part-time office worker. I’m now at a point where I need to spend more time working to fill the schedule of any future staff PT’s and less time on administrative duties and treating clients.

There will be more additions to our team over the next few years but i’ll make sure they are all kind and really nice to work with… I promise!

I’ve utilized several part-time personal assistants along the way but I’m still absolutely buried in administrative duties which keep me from executing the important marketing and procedural systems the company really needs to grow efficiently.

We will be making R&R Physical Therapy “The Clinic” which gives its clients the best overall experience they’ve ever had with any healthcare office (and I don’t make this statement lightly).

The person in this position will have just as big a role in making this happen as the physical therapists do… probably even bigger.

This job could best be described as a mix of “office administrator” and “receptionist”. Though you will be able to work from home for part of your tasks you will also need to be in the clinic’s waiting area at least part time and perform the usual duties of a receptionist. You will also be taking care of many other administrative (and even some marketing) duties.

This position will be 25-35 hours per week. Some work will be able to be done offsite to accommodate for a fixed family schedule.

Here are the primary characteristics a candidate must have for this important role in our company:

  • A cheerful demeanor
  • An affinity towards chatting with people and making them feel welcome
  • Natural empathy and compassion for those in pain
  • Willingness to learn and implement feedback
  • Strong attention to detail
  • Fantastic organizational skills

Excellent speaking/communication skills are also imperative. Outside of greeting and chatting with patients, the office administrator will be responsible for taking and returning phone calls as well as making calls to other healthcare offices.

Finally, you need to know your way around the computer. I don’t mean you need to be able to code websites or anything… most of the technical / computer-based aspects of this job are easily trainable. What I am saying is I need someone who is relatively tech savvy so the training on various IT tasks goes smoothly and you are able to efficiently learn, navigate, and execute these tasks.

Please re-read the last 3 paragraphs and make sure you deeply believe they describe you. Every characteristic is highly important and written very deliberately.

If they do describe you, I’d love to meet you!

Now, let’s dive into the details of your duties and how you can apply for this position if you feel excited about the opportunity…

Regular Duties and Tasks Include:

  • Being the smiling “face” of the company; looking at/smiling and greeting clients by name when they arrive, getting them a coffee/tea, taking payments, and scheduling future appointments
  • Cheerfully answering the phone and returning client and prospective client’s calls (You will be provided with scripts to guide many of your phone conversations … especially with prospective client calls. It is important you are open to coaching and guidance on how to manage and process phone calls, because in many ways you will be our frontline “salesperson”.)
  • Creating and printing receipts for clients
  • Being a grammar, spelling and punctuation champion when sending and responding to emails
  • Processing my email - I get a lot of email and probably 75% of it is manageable and easily address by a well-trained office administrator
  • Having a bubbly personality
  • Efficiently transcribing audio/video files - we will be using a lot of video to promote the clinic and these will need transcription
  • Filing paperwork - as we switch to electronic medical records
  • Smiling
  • Ordering office supplies
  • Creating and scheduling social media posts (if you like social media, you’ll love this part of the job)
  • Laundering sheets/pillowcases weekly … this will have to be done at home/laundromat because we don’t have the capacity to have a washer/dryer onsite
  • Occasional light cleaning of the office - dusting, tidying up, etc.
  • Being pumped to have a job where people love you and value your presence every day
  • Maintaining and managing the office’s ‘customer relationship management’ (CRM) software (“Infusionsoft”)
  • Be willing and able to learn with a computer and on computer, including Google drive, Google docs, scheduling and willing to learn to use both a Mac and a PC.
  • Occasionally grabbing lunch
  • Learning all about the exciting world of ‘social media and online marketing’
  • Creating / transcribing procedure tasks and modifying policies/procedures as needed
  • Recording and documenting staff meetings
  • Bookkeeping and tracking clinic metrics
  • Just being awesome in general and proactively thinking of things which could make a huge difference to the way the business runs
  • Using your social media skills to help our clinic FB, blogs, emails and video to expand our ability to help educate and help our community

P.S. In case you were wondering: This PT clinic is only “in-network” with only 2 insurance companies: Medicare and TriWest (for our veterans). We do not send bills or claims to insurance companies, so experience with medical billing is not necessary, and you won’t have to spend your time arguing with insurance companies 🙂

Thanks for reading this far!! You’re already showing some of the characteristics I’m looking for. If you’re still interested in applying for this position, please send an email to: jeff@jeffraupt.com and…

  • Use the Subject Line: I'm interested in being a rockstar officer administrator
  • Within the email, please write a few sentences about why you feel you are a great fit for this position
  • Include a link to your LinkedIn profile (If you don’t already have one, please make one and include the link in the email … it doesn’t need to be long and fancy)
  • Attach your resume as a PDF file

Thank you so much for your interest in this position.

I look forward to your response.

Jeff Rau

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