Administrative Assistant

About the Company

A growing Physical Therapy and Rehabilitation Practice is seeking a detail-oriented and reliable Administrative Assistant to manage the insurance, billing, and reimbursement processes. The clinic provides personalized, one-on-one patient care and is looking to expand its caseload by offloading administrative and insurance-related tasks to an experienced professional.

This role is critical in ensuring the clinic’s financial operations run smoothly and that the physical

therapist can focus on patient treatment rather than insurance paperwork.

About the Role

You will handle the full administrative cycle of insurance management — from verifying benefits and submitting authorizations to entering Explanation of Benefits (EOBs) and tracking claims through approval.

This position is not client-facing and will primarily involve coordinating with insurance

companies, managing documentation, and maintaining up-to-date tracking logs in the clinic’s EMR and billing systems.

Key Responsibilities

Insurance & Authorization Management

● Verify insurance benefits, visit limits, deductibles, and copays.

● Submit and track insurance authorizations to ensure approvals before scheduled visits.

● Monitor authorization expirations and remaining visits; flag renewals in advance.

● Communicate with insurance companies via phone and online portals to resolve inquiries.

Claims & Payment Processing

● Submit claims and monitor their progress through the clearinghouse.

● Record and reconcile Explanation of Benefits (EOBs) in the EMR system.

● Identify and flag denied or underpaid claims for follow-up.

● Maintain accurate claim tracking logs to ensure timely reimbursement.

Documentation & Coordination

● Keep all records, authorizations, and claim notes updated in the EMR system.

● Maintain spreadsheets or trackers showing outstanding claims, authorizations, and payments.

● Coordinate directly with the clinic owner on urgent items that impact cash flow or scheduling.

Tools & Systems

• Experience with (or ability to learn quickly):
• Jane (Electronic Medical Record – EMR platform)
• ClaimMD (Claims clearinghouse)
• Availity (Insurance verification and prior authorization portal)
• Experience in similar U.S. healthcare or physical therapy billing platforms is highly valued.

Ideal Candidate Profile

• 3+ years of administrative or billing experience within a U.S. healthcare or physical therapy setting.
• Strong understanding of insurance verification, authorizations, and EOB processing.
• Comfortable communicating with insurance company representatives via phone and portal.
• Highly organized, detail-oriented, and self-directed.
• Proficient with spreadsheets and tracking tools (Google Sheets/Excel).
• Reliable, trustworthy, and discreet when handling sensitive patient information (HIPAA awareness preferred).

Nice to Have

• Prior experience in physical therapy, chiropractic, or outpatient rehabilitation billing.
• Familiarity with U.S. payers that require recurring authorizations.
• Ability to build simple dashboards or logs for quick financial visibility.

Success Indicators

• Accurate and up-to-date authorizations for all active patients
• Timely EOB entries and claim submissions
• Minimal delays or denials in reimbursement
• Clinic owner spends more time treating patients and less time managing admin