Gritman Medical Center

Office Manager - Physical Therapy

Job ID
# of Openings
Gritman Medical Center
Physical Therapy
Full Time


Job Summary:

The front office manager is directly responsible for:
1. Management of the front office functions including:
• Orientating and instructing support staff of their duties.
• Assuring all essential tasks are consistently performed by office staff.
• Monitoring quality of work performed by office staff.
• Providing leadership for the front office staff.
• Entering and monitoring patient charges for accuracy.
2. Monitoring therapist compliance with departmental and state and federal regulations.
3. Contract Management. Including typing and setting up contracts, charges, registrations, and billing
4. Monthly statistics.
5. Monitoring and overseeing insurance authorization and compliance.
6. Revise and monitor charge-master.
7. Auditing patient charts for consistency in documentation and billing.
8. Strong communication skills are a must have.

Shared Responsibilities:
1. Scheduling for the therapists including patient scheduling, staff meetings, and team meetings.
2. Answering phones.
3. Patient registration.
4. Processing, scanning and auditing charts.
5. Informing therapists that their patients have arrived.
6. Keeping paper full in copiers, printers and fax machines.
7. Medical record requests.
8. Monetary transactions between patients and the billing office.
9. Calling patients to check status and inform them of upcoming appointments.
10. Entering patient charges.
11. Pre-authorizing insurance.
12. Faxing, copying, emailing.


Minimum Education
High school graduate.


Minimum Education
Must hold current BLS certification. 


Minimum Work Experience 
Minimum of one year in customer service setting. Minimum of one year working with a third party reimbursement. 

Required Skills
Must be proficient in Microsoft Office, Word and Excel. Drag Edit Delete

Required Skills
Must have excellent people skills.


Organizational Expectations:


Provides a positive and professional representation of the organization.


Promotes culture of safety for patients and employees through proper identification, reporting, documentation, and prevention.


Maintains hospital standards for a clean and quiet environment.


Maintains competency and knowledge of current standards of practice, trends, and developments in related scope of job role or practice.


Participates in ongoing quality improvement activities.


Maintains compliance with organization’s policies, as well as established practices, protocols, and procedures of the position, department, and applicable professional standards.


Complies with organizational and regulatory policies for handling confidential information.


Demonstrates excellent customer service through his/her attitude and actions, consistent with the standards contained in The Gritman Way.


Essential Functions:

• Complete Spot Audits on Therapist Charge Sheets.
• Daily Record Audits and Therapist Charge sheet check list.
• Enter daily contract charges and monitor for accuracy.
• Supervise clerical assistants and ensure that tasks and compliance requirements are maintained/ completed.
• Train new personnel.
• Contract Management – including typing and setting up contracts, charges, registrations, and billing.
• Monitor therapist compliance with departmental and state and federal regulations.
• Maintain and distribute all weekly/monthly reports.
• Maintain “petty cash” box.
• Request supplies as needed.


Population Served:
All Gritman Therapy Solutions patients.


Physical Demands:
• Lifting: Occasional-maximum of 50lbs. floor to waist, 15 lbs. overhead. Frequent-maximum of 10 lbs. up to 10 times per hour. Items lifted-office supplies, patient records.
• Push/Pull: Moderate force for office equipment, patient wheel chairs.
• Carry: Maximum of 20 lbs. for a maximum of 60 feet.
• Fine Motor: High level of fine motor skills required for typing, writing, etc…
• Standing: Maximum of 1 hour at a time 1.5 hours per day.
• Sitting: Maximum of 1 hour at a time 1.5 hours per day.
• Kneeling: Maximum of 25 minutes at one time 1.5 hours per day.
• Stooping: Maximum of 15 minutes at one time 1 hour per day.
• Climbing: Maximum of 5 minutes at one time and 30 minutes per day.


Environmental Conditions:
Location: Inside.

Occasional exposure to wet or humid conditions.

Occasional proximity to moving or mechanical parts of exercise machines.

Occasional exposure to toxic and caustic chemicals.

Occasional bio-hazard exposure from soiled patient care items and body fluids.

Occasional exposure to odors of body fluids.


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