Physical Therapy Operations Coordinator

Job description

Posting Number:


Working Title:

Physical Therapy Operations Coordinator


UHC Physical Therapy

About the University of Georgia:

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities is the state’s oldest, most comprehensive, and most diversified institution of higher education ( UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,600 full-time staff. The University’s enrollment exceeds 36,000 students including over 27,500 undergraduates and over 8,500 graduate and professional students. Academic programs reside in 17 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

Posting Type:


Retirement Plan:


Employment Type:


Benefits Eligibility:

Benefits Eligible

Full/Part time:

Full Time

Additional Schedule Information:

Monday through Friday 8 am until 5 pm

Advertised Salary:


Posting Date:


Open until filled:


Proposed Starting Date:


Location of Vacancy:

Athens Area

EEO Policy Statement:

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([email protected]).

Classification Title:

Business Operations Professional





Minimum Qualifications:

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications:

Preferred Education, Experience, Licensure and/or Certification: Number of years of supervisory experience of others. Bachelor’s or Associate’s degree in Athletic Training, Physical Therapy Assistant, Accounting/Business Administration, or other related field from an accredited college or university is preferred. Certification and experience as a Personal Trainer with supervision of staff will be considered. Two (2) years’ experience in a multispecialty practice, outpatient facility, or hospital setting with preferences given to familiarity with college health settings and physical therapy/massage therapy/athletic training/rehabilitation. Must possess strong customer service and communication skills, be highly organized, have excellent verbal skills, computer skills (Microsoft Office), strong basic math skills and handle multiple tasks with flexibility and attention to detail.

Position Summary:

The University Health Center is a Joint Commission accredited multispecialty ambulatory care center with additional certification as a Primary Care Medical Home. Physical Therapy, which also provides Massage Therapy services, is one of the larger departments and it occupies two clinical sites on separate floors within the Center. The Physical Therapy Operations Coordinator is a supervisory position with direct oversight responsibilities for the Physical Therapy Department’s operations. This includes supervision of the administrative support staff and massage therapists, facilitation of business functions (billing, metrics, managing and tracking expense and revenue budgets, ordering supplies and equipment), and daily clinic operational efficiency (patient scheduling, follow up, case management, staffing, and surveillance of clinic workflow). The role is highly supportive of policy development and ensuring compliance with Safety and Joint Commission standards. This position reports to and is directly supervised by the Physical Therapy Manager.

Knowledge, Skills, Abilities and/or Competencies:

Excellent interpersonal and communication skills. Will understand all payers as it relates to billing and have the knowledge of payor reimbursement methodology and prior authorization processes. Competency with Electronic Medical Record (EMR) systems. Effectively and professionally communicate with other departments and co-workers to resolve issues.

Physical Demands:

Will be active throughout an eight-hour work day, to include sitting, standing, lifting, reaching, using computer, bending, squatting.

Is driving a responsibility of this position?:


Is this a Position of Trust?:


Does this position have operation, access, or control of financial resources?:


Does this position require a P-Card? :


Is having a P-Card an essential function of this position? :


Does this position have direct interaction or care of children under the age of 18 or direct patient care?:


Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications):


Credit and P-Card policy:

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.


Supervises, monitors, and coordinates all day-to-day clinic operations. Oversees appointment scheduling accuracy and real time efficiency of front office workflow. Direct supervision of Administrative Support staff whose functions span front office intake (demographic, insurance and referral information verification, patient check-ins) to follow up appointment making and proper ticket preparation for effective billing processes. Assists in day-to-day patient issues and questions. Oversees back of office clinical workflow prioritizing quality of care and efficiency ensuring a healthy and collaborative environment. Direct supervision of Massage Therapy providers. Assists with scheduling and hiring of hourly and full-time support staff and the scheduling of Physical and Massage Therapy providers. Oversees department and provider schedules to make sure patient needs are being met assisting with leave requests and approvals as well as coverage when a provider is out. Manages schedules of department staff meetings (all department/group, 1-on-1, and retreats) both inter- and intra-departmental. Coordinates with staff and manager to create agenda, take minutes, and formulate action plans for needs. Directs and assists new employee orientation and preceptorship, as well as care/peer review. Performs outreach to other UHC departments and providers, outside referral sources, UGA strategic partners and resources, and other local resources as needed to assist with patient care, department mission, and vision. Will assist in all day-to-day clinic operations to ensure excellence and the best possible experiences for patients and stakeholders.

Percentage of time:



Manages business and financial functions of the Physical Therapy Department. Accurately initiates and maintains financial records and reports of department business and financials. Ensures treatments plan and costs including education on health insurance are being communicated with patients. Ensures insurance verification and pre-certification is being performed. Works with individual payors and the UHC Business office to ensure department is maximizing efficiency. Verifies administrative support staff are completing position specific responsibilities in regard to gathering health/automobile insurance plan information and patient communication. Ensures appropriate patient follow-up and customer service processes are being performed including post-treatment plan follow-up. Coordinates and assists in department marketing and promotional events working with UHC Communications department and department manager. Collaborates with department manager regarding all administrative, budget, financial, staffing, hiring, and other needs.

Percentage of time:



Assists in care to patients and directly assists clinicians in maintaining treatment areas. Ensures all beginning and end of day patient care activities and needs are being met. Ensures all necessary materials, supplies, and treatment spaces are available and ready for care. Anticipates supplies and equipment required for visit. Assists in maintaining patient treatment areas ready for next patient, supplies and educational material stocked and ready. Ensures patient and staff safety at all times. Completes all assignments and procedures in a safe and efficient manner with minimal supervision. Follows UHC procedures and standards of care. Understands infection prevention responsibilities in patient care and in clinic support functions and utilizes anticipating cleaning needs in a timely fashion. Maintains logs, files, forms, and other records of the clinic. Directs requests for release of records to RHI department.

Percentage of time:



Manages and assists in human resources needs of department. Coordinates department needs with UHC and Central UGA Human Resources. Manages assigned staff to include recruiting, interviewing, and hiring qualified staff and providing orientation which is appropriate for the position. Assists with interviews and checking references for department staff. Effectively coaches and motivates staff to achieve department goals. Reviews and approves employee time records and leave requests and submits accurate records/approvals to payroll as needed and delegated. Maintains knowledge of and follows UHC and UGA personnel policies and procedures. Initiates HR needs for employee records, scheduling meetings and performance evaluations. Conducts and assists in routine and annual performance appraisals and monitors competencies and licensure needs for staff. Assists providers in maintaining licensure up to date. Assists in management of Student Physical Therapist (SPT) internship rotations to include communication with respective schools and students, verification of UHC needs, and orientation of students. Provides a positive, respectful, and healthy work environment which supports a commitment by staff to meet department and UHC mission, vision, and goals. Keeps Physical Therapy Manager informed in a timely manner of any unusual concerns, situations, or conditions relative to staff, patients, providers, or administration. Demonstrates ability to use all channels of communication to address inter- and intra-departmental concerns, solve problems, and address conflict. Demonstrates effective time management by completing commitments within negotiated timeframes.

Percentage of time:



Manages productivity information and metrics related to patient visits and visit data. Ensures proper correspondence and paperwork is sent/communicated with accuracy and confidentially to referring medical providers, secondary payors/health and care insurance companies, patients, and other parties as needed. Manages and assists in designing and editing department patient education resources. Manages and assists in electronic medical record documentation templates.

Percentage of time:





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Job No:
Posted: 2/12/2021
Application Due: 5/13/2021
Work Type: Full Time