Office Manager of a Physical Therapy Practice

Job Description

Job purpose

The office manager is responsible for organizing and coordinating efficient flow of clinic operations and procedures. The office manager engages the patient care coordinator staff to promote an exemplary patient experience representative of the company's mission statement and core values. 

Duties and responsibilities

  • Service Management
  • Ensure all patients receive an exemplary patient experience
  • Resolve escalated patient billing/service issues in a professional manner
  • Monitor clinic to ensure cleanliness and safety for staff and patients
  • Office Administration
  • Ensure HIPAA compliance throughout clinic
  • Develop, review and maintain office policy and procedures
  • Review Theraoffice reports/tasks and follow up with appropriate staff
  • Order and maintain all administrative supplies within budget
  • Weekly Deposits
  • Maintain petty cash and replenish front office cash box
  • Maintain correspondence with established vendors/contractors and SPT info email inquiries
  • Monitor, review and submit time sheets to Administrative Director
  • Maintain office equipment, including, phones, copier, fax, internet
  • Coordinate and conduct monthly clinic meetings
  • HR
  • Interview and hire qualified front office staff
  • Conduct on-boarding process for all new hires within the clinic
  • Train and develop front office staff according to Front Office Policy and Procedure Manual
  • Provide coaching, verbal and written documentation. Consult with the Administrative Director for additional direction, as necessary.
  • Assess employee performance for quality control
  • Execute performance evaluations and reviews
  • Mediate employee conflict
  • Maintain employee personnel files
  • Conduct employee exit interviews


  • Minimum HS diploma; college degree preferred
  • Minimum 2 years of customer service experience
  • Prior management in medical setting, preferred
  • Strong interpersonal and communication skills, written and verbal
  • Strong organizational skills with the ability to execute and prioritize multiple tasks efficiently
  • Experience operating office equipment such as computers, fax, and photocopiers.
  • Proficient with Google Suite

Working conditions

  • Full time position: 40 hours/week
  • Office environment with standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
  • May require travel to other clinics for meetings or coverage

Physical requirements

  • Ability to lift up to 20lbs
  • Sitting for prolonged periods of time
  • Ability to view reports, emails, EMR on computer monitor for prolonged periods of time

Direct reports

  • Front office administrators
  • Physical Therapists
  • PT Aides