Part-Time Front Office Coordinator Opportunity at Diamond Physical Therapy - Be The First Impression That Sets The Tone For A Great Patient Experience!

Are you a motivated and detail-oriented person who enjoys being the first face patients see when they walk in? If so, Diamond Physical Therapy wants to meet you! We are seeking a Part-Time Front Office Coordinator to lead daily operations across our busy outpatient physical therapy clinics. This position is ideal for someone who enjoys fostering an exceptional clinic experience by keeping a patient-focused environment running smoothly. 

*This position requires ability to work at both of our clinic locations and be able to work 24 weekly hours*:

1487 S. Randall Rd.

1140 E. Algonquin Rd.

Why Choose Diamond?

At Diamond Physical Therapy, we help people acheive Real Results for Real People. For over 30 years, our locally-owned clinic has proudly served the Algonquin and Lake in the Hills communities with personalized, hands-on care. We are not corporate medicine - we're a patient-first practice that values relationships, teamwork, and professionalism. Learn more at dptrehab.com. 

What You Will Do

Create an Exceptional Patient Experience

• Welcome patients with a warm, friendly, and professional attitude from check-in through check-out.
• Register new and returning patients accurately and efficiently.
• Educate patients on what to expect during their visit and review follow-up care and next appointment details.
• Address patient questions and concerns, escalating complex issues to the Front Office Manager as needed.
• Deliver an outstanding patient experience that reflects the clinic's commitment to exceptional care.

Coordinate Patient Scheduling

• Schedule, confirm, and reschedule patient appointments in person and over the phone.
• Maintain provider schedules to maximize efficiency while supporting patient access to care.
• Communicate appointment reminders, cancellations, and scheduling updates promptly.

Support Financial & Insurance Processes

• Verify insurance information and obtain required documentation.
• Collect patient co-pays, deductibles, balances, and other financial responsibilities accurately.
• Explain patient financial obligations in a clear, courteous, and professional manner.
• Ensure accurate documentation of insurance and patient demographic information.

Support Daily Clinic Operations

• Maintain accurate patient records while ensuring HIPAA compliance.
• Complete front office administrative tasks including scanning, filing, faxing, and managing incoming communications.
• Monitor waiting areas and front desk workflow to ensure an organized, welcoming environment.
• Collaborate with clinical staff and the Front Office Manager to support efficient daily operations.
• Assist with special projects and additional administrative responsibilities as assigned.

Collaborate

• Work closely with therapists, administrative staff, and the Front Office Manager to ensure seamless patient care.
• Communicate scheduling changes, patient concerns, and operational issues promptly.
• Contribute to a positive, supportive team culture focused on excellent service and continuous improvement.

Who You Are

• A naturally friendly, welcoming professional who enjoys creating exceptional experiences for every patient.
• Highly organized and detail-oriented, with the ability to juggle multiple priorities in a fast-paced clinic environment.
• A strong communicator who remains calm, professional, and solutions-focused, even on busy days.
• A collaborative team player who enjoys supporting both patients and coworkers to keep the clinic running smoothly.
• Comfortable discussing insurance information and patient financial responsibilities with confidence and compassion.
• Proactive and dependable, taking initiative to solve problems and keep daily operations on track.
• Tech-savvy and quick to learn new systems while maintaining accuracy and efficiency.
• Passionate about delivering outstanding customer service and helping patients feel cared for from the moment they walk through the door.

Qualifications

• 1 year of experience in a medical office, outpatient therapy practice or other healthcare setting, required
• Experience with insurance verification, scheduling, and collecting patient payments, highly preferred
• Strong computer skills are necessary
• Familiarity with electronic medical records (EMR) and practice managment software, preferred
• Excellent communication, organization, and problem-solving abilities
• Detail-oriented, proactive, and adaptable
• Comes to work with a professional and positive demeanor