Job Description

Job Description

Job Description

Medical Front Desk – Physical Therapy and Wellness
Louisville, KY

About ProActive Physical Therapy and Wellness

ProActive Physical Therapy and Wellness was founded in 2020 to serve adults 45+ in Louisville who want a proactive, personalized approach to movement, strength, and long-term health.

We operate a hybrid care model that is primarily cash-based while also accepting Original Medicare, PIP, and Workers’ Compensation . Our clinic prioritizes clarity, outcomes, and long-term patient relationships over volume-driven or insurance-led care.

We are a growing clinic with high standards and clear expectations. We are seeking an experienced Patient Access and Insurance Coordinator who is ready to own this role , protect the patient experience, and support sustainable clinic growth.

⚠️ This Is Not a Traditional Receptionist Role

This role is for someone who wants ownership , not micromanagement.

You will be trusted to manage patient access, insurance coordination, scheduling accuracy, and follow-up systems with the support of structured workflows and AI-assisted tools .

If you are looking for a basic check-in, answer-the-phone, or task-only role, this position will not be a good fit.

This role is critical to the clinic’s success. You will be trusted to make decisions, manage priorities, and follow defined systems without constant oversight. We are looking for someone who takes responsibility for outcomes, not just tasks.

Mission of This Role

You are the gatekeeper of patient access and clinic flow .

Your responsibility is to:

• Convert qualified inquiries into scheduled evaluations

• Clearly explain services, pricing, and insurance coverage

• Maintain accurate schedules and documentation

• Protect provider utilization and clinic capacity

• Reduce operational chaos through consistent execution

• Represent the clinic’s authority and professionalism in every interaction

Success in this role is measured by conversion rate, schedule utilization, follow-through, accuracy, and patient retention .

Core Responsibilities

Patient Access, Scheduling, and Follow-Up (Primary)

• Own all incoming inquiries (phone, text, and email)

• Schedule new patient evaluations and follow-up visits accurately

• Follow structured follow-up workflows for unbooked leads and missed visits

• Re-engage patients who did not complete their plan of care

• Maintain provider schedules at 80–86%+ utilization

• Document all communication clearly and consistently in the EMR and CRM

• Use AI-assisted systems to support lead management, reminders, and follow-up while maintaining human judgment for complex cases

Insurance and Financial Coordination (Primary)

• Independently verify benefits for Original Medicare, PIP, and Workers’ Compensation

• Clearly and confidently explain patient financial responsibility

• Collect payments at time of service

• Create and submit Medicare claims and required documentation

• Prepare and provide superbills when appropriate

• Follow up on outstanding insurance or administrative items to ensure clean records

Front Office Operations (Secondary)

• Maintain accurate EMR records ( PracticeQ )

• Use CRM tools ( GoHighLevel or similar) to track leads, follow-ups, and patient status

• Support smooth transitions between physical therapy and wellness services

• Maintain a professional, organized, and calm front office environment

• Collaborate with clinicians to ensure continuity of care and clear patient communication

Required Experience and Qualifications

Please read carefully. This role requires prior healthcare experience.

You must have:

• At least 1 year of hands-on experience in a medical office or healthcare administration role where you were responsible for scheduling, insurance verification, and patient communication

• Hands-on experience with scheduling and EMR systems

• Comfort discussing pricing, insurance limitations, and financial responsibility

• Strong phone communication and documentation skills

• Ability to self-manage, prioritize tasks, and follow defined systems without constant oversight

• Comfortable working within AI-supported systems and structured workflows to improve consistency and reduce chaos

Strongly preferred:

• Medicare insurance verification experience

• PIP or Workers’ Compensation exposure

• Experience in physical therapy, orthopedic, chiropractic, imaging, dialysis, or specialty clinics

• Prior responsibility for patient scheduling, follow-up, or insurance coordination

Technology and Systems

You should be comfortable learning and using:

• EMR systems ( PracticeQ experience is a plus)

• CRM systems ( GoHighLevel or similar)

• AI-assisted scheduling, communication, and follow-up tools

• Google Workspace and online scheduling platforms

Schedule and Compensation

• Pay: $19–21 per hour (based on experience)

• Hours: ~34 hours per week

• Schedule:

  • Monday–Thursday: 9:00 AM – 5:00 PM (30-minute unpaid lunch)

  • Friday: 8:00 AM – 12:00 PM

• Performance reviews and growth opportunities tied to outcomes , not tenure alone

Who Thrives in This Role

• Calm, confident communicators

• Detail-oriented and process-driven

• Comfortable setting boundaries with patients

• Prefer ownership over supervision

• Appreciate clear expectations and accountability

• Want long-term stability in a patient-centered healthcare environment

Who Will Not Enjoy This Role

• Entry-level applicants with no medical office experience

• Candidates uncomfortable discussing money or insurance

• Those who require constant direction

• Those seeking a purely administrative or receptionist role

ProActive Physical Therapy and Wellness is Louisville’s leading hybrid clinic for adults 45+. We blend traditional PT (Medicare, PIP, Workers’ Comp) with private pay PT and a robust wellness program. Our mission: help clients live strong, pain-free, and active—at any age—through personalized, compassionate care. Join a growth-minded, family-like team where your development and work-life balance matter.

Company Description

ProActive Physical Therapy and Wellness is Louisville’s leading hybrid clinic for adults 45+. We blend traditional PT (Medicare, PIP, Workers’ Comp) with private pay PT and a robust wellness program. Our mission: help clients live strong, pain-free, and active—at any age—through personalized, compassionate care. Join a growth-minded, family-like team where your development and work-life balance matter.

Job Tags

Similar Jobs