About Us

Top Choice Physical Therapy & Wellness is a growing, therapist-owned outpatient physical therapy practice committed to helping our patients recover, move better, and live healthier lives.

We are dedicated to providing exceptional care in a welcoming environment where patients feel valued, supported, and treated as we would treat those we care about most.

Position Summary

We are seeking a motivated and experienced Patient Care & Office Manager to help lead the daily front-office operations of our practice.

This is not a traditional receptionist-only position. Although the person hired will assist with patient-facing front-desk responsibilities, the role also requires leadership, accountability, problem-solving, staff coordination, and ownership of important practice goals. The position has potential for Performance-based bonuses.

The ideal candidate can lead by example, support and hold team members accountable, monitor key performance indicators, improve office systems, and help ensure that patients receive an outstanding experience from their first phone call through discharge.

Leadership and Office Management Responsibilities

• Lead, support, and provide daily direction to front-office team members.
• Help establish clear expectations and hold team members accountable for completing assigned responsibilities.
• Monitor front-office performance and report progress on key performance indicators.
• Ensure new patient leads and referrals are contacted promptly and consistently.
• Oversee follow-up with patients who have canceled, missed appointments, or stopped attending therapy.
• Help maintain full and productive patient schedules.
• Identify scheduling gaps and work with the team to improve patient retention.
• Monitor cancellations and no-shows and help implement strategies to reduce them.
• Assist with training and onboarding new front-office employees.
• Conduct routine team check-ins and communicate important updates.
• Identify workflow problems and recommend practical solutions.
• Help maintain an organized, professional, and accountable office environment.
• Work directly with ownership to improve patient service, team performance, and practice growth.
• Coordinate communication between the front desk, clinicians, billing team, and ownership.
• Ensure clinic opening, closing, and administrative responsibilities are completed properly.
• Help oversee the general organization, appearance, and readiness of the front office and patient areas.

Patient Care and Front-Office Responsibilities

• Welcome and check in patients with professionalism and warmth.
• Answer multi-line phones and respond appropriately to patient questions.
• Schedule new evaluations and follow-up appointments.
• Verify insurance benefits and explain patient financial responsibility.
• Obtain and track insurance authorizations, prescriptions, and referrals.
• Collect copays, deductibles, balances, and other patient payments accurately.
• Process payments and provide appropriate receipts.
• Maintain complete and accurate payment records.
• Balance daily cash and credit card transactions.
• Ensure payments are entered into the correct patient account and clinic location.
• Maintain patient information and documentation within the EMR.
• Confirm appointments and assist with schedule management.
• Communicate with physicians, insurance companies, patients, and family members when appropriate.
• Protect patient privacy and comply with HIPAA requirements.
• Work closely with therapists to support efficient operations and excellent patient care.

Performance Expectations

The person hired will help the practice monitor and improve areas such as:

• New patient lead response and scheduling.
• Referral conversion.
• Schedule utilization.
• Patient attendance and retention.
• Cancellation and no-show rates.
• Follow-up with inactive patients.
• Patient collections and payment accuracy.
• Insurance verification and authorization completion.
• Patient satisfaction and online reviews.
• Growth of additional wellness services.
• Completion of assigned front-office responsibilities.
• Overall organization and accountability of the front-office team.

Required Qualifications

• Previous medical office, healthcare front desk, or patient coordination experience is required.
• Previous team-lead, supervisory, office-management, or leadership experience is strongly preferred.
• Experience with insurance verification and patient scheduling.
• Experience collecting patient payments and balancing financial transactions.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong computer skills and the ability to learn new systems.
• Ability to prioritize and multitask in a busy healthcare environment.
• Ability to give direction respectfully and hold team members accountable.
• Demonstrated reliability, professionalism, and sound judgment.
• Bilingual English and Spanish is required.
• Reliable transportation and excellent attendance are required.
• Availability to work some evening hours when scheduled.

The Ideal Candidate

We are looking for someone who:

• Naturally takes ownership of responsibilities.
• Leads by example rather than simply delegating tasks.
• Is comfortable providing direction and following up with team members.
• Takes pride in accuracy, accountability, and completing tasks correctly.
• Notices problems and works toward solutions without waiting to be told.
• Can balance leadership responsibilities with hands-on front-desk work.
• Communicates clearly, professionally, and respectfully.
• Handles confidential and financial information with integrity.
• Remains calm and organized in a fast-paced environment.
• Enjoys helping patients and supporting coworkers.
• Wants to grow into a key leadership role within the practice.
• Understands that excellent patient care depends on strong systems, teamwork, and follow-through

Job Type: Full-time

Pay: $19.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• How many years of medical front desk experience do you have?
• Do you have experience verifying insurance benefits? (Yes/No)
• Are you fluent in English and Spanish?
• This position requires handling cash and patient payments accurately. Describe your experience with balancing a cash drawer or processing payments.
• Why are you leaving your current position?
• On a scale of 1–10, how comfortable are you multitasking in a busy medical office?
• Are you available to work some evenings if needed?
• Have you previously been responsible for monitoring office performance, employee responsibilities, or key performance indicators? Please explain.
• Please describe any experience you have supervising, training, leading, or holding coworkers accountable.

Work Location: In person