Therapy Office Aide

Job Description Position Title: Therapy Office Aide, Full-TimeDepartment: Health ServicesReports To: Business Office ManagerFLSA Status: Non-ExemptPrepared By: Nicole Baylor, Community Supports Director Date: March 4, 2026Approved By: Kirsten Bonds, Human Resources Director Date: March 12, 2026Johnnie DeLeon, Chief Executive Officer Date: March 12, 2026"Colorado Residents: In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information."I. SUMMARY: The Therapy Office Aide is responsible for scheduling and completingpatients’ files relative to the efficient operation of Global Therapy & Services in a person-centered environment. The Therapy Office Aide will handle patient scheduling, collectingco-pays, creating patient files, and contacting patients regarding their patient files. TheTherapy Office Aide will serve as a backup to the Business Office Manager for the overallbilling, credentialing, and patient process operations of Global Therapy & Services,including submissions of daily private, State, and Medicaid insurance, collecting co-paysand creating patient files, and making contact with patients about their patient file.II. ESSENTIAL DUTIES and MINIMUM QUALIFICATIONS:1. Meet and greet incoming patients in a professional manner and promptly notify theappropriate person of their arrival.2. Complete necessary paperwork assigned by the Physical Therapy Manager and PhysicalTherapy Assistant or others as assigned.3. Perform various clerical duties, which include but are not limited to: answeringtelephones; operating various office equipment and computer systems; copying, scanning,referrals, and other mail on a daily basis; filing medical information into clients’ files;transcribing, typing, and distributing necessary paperwork; and performing follow-up onassigned tasks, etc.4. Scheduling, rescheduling, and canceling appointments5. Perform assigned billing operations within the agency’s billing platform.6. Work with private pay-customers and various insurance carriers to send invoices to themand collect co-pays, and ensure timely payments are received.7. Must be able to perform Lifting and Transferring techniques as trained and passperformance testing. The employee may occasionally lift and/or push and pull up to 50lbs. Lifting may require floor to waist, waist to shoulder, or shoulder to overheadmovement.8. Driving of agency vehicles for agency business as assigned and as necessary.9. Must, with or without reasonable accommodation,★ Able to regularly sit, walk, stand, climb up and down stairs, physically restrain clientspursuant to training (when necessary) and sit at a computer for long periods of timeand repeat the same hand, arm, or finger motion many times (typing, data entry).★ Communicate through speech with individuals in service and public in both quiet andnoisy environments.★ Operate a personal computer and related software.★ Tolerate various levels of stress and meet deadlines with severe time constraints.2★ Demonstrate specific vision abilities which include close, distance, and depthperception and are able to read handwritten or typed material, and able to adjustfocus.★ Work and concentrate in both noisy and quiet environments.★ Squat, stoop, kneel, and reach above the head. Forward motion will occasionally berequired.★ Work inside the building a majority of the time.10. Essential Duties include the Physical Demands listed below.ADDITIONAL DUTIES AND RESPONSIBILITIES:11. Utilize the Electronic Medical Records to maintain patient information and schedule them.12. Maintain petty cash and submit for reimbursement on a regular basis.13. Ensure timely photocopying, faxing, scanning, and distribution of documents as required.14. Have a great understanding of Explanation of Benefits (EOB) and help patientsunderstand the EOB.15. Maintain an orderly accounting filing system.16. Receive and sign for packages, and deliver to the appropriate person promptly.17. Establish a good line of communication with all staff and patients.18. Comply with local, state, and federal government reporting requirements.19. Maintain the physical facility and/or job site, both interior and exterior, in a clean, safe, andorderly fashion. This includes facility laundry to ensure that PT staff have adequate linensto provide to patients during their treatment, ensuring the lobby/waiting area and gym arearemain clean.20. Maintain strict confidentiality of information learned regarding patients, individuals inservice, program issues, and staff information. Complying with HIPAA rules to ensure thesafeguarding of patients' information.21. Work flexible schedules or within various environments as the agency and supervisordeem necessary. Staff attendance and promptness to assigned shifts are essential. Theresponsibilities of this position may require staff to be able to work irregular or extendedhours, evenings, nights, weekends, holidays, etc.22. Represent the agency in the represented communities through positive public relationsand active involvement in civic functions.23. Advise supervisor of concerns and problems that arise within the agency.24. Follow agency procedures when purchasing items on behalf of the agency.25. Follow agency policies and procedures in carrying out duties.26. Safeguard all agency funds and property.27. Performs other duties as assigned by the Physical Therapy Manager, CSD, CEO, ordesignee.28. Other reasonable duties as may be assigned.QUALIFICATION REQUIREMENTS: The requirements listed below are representative of theknowledge, skill, and/or ability necessary for success. An individual must be able to performeach essential duty satisfactorily.MINIMUM/PREFERRED QUALIFICATIONS:Minimum: This position requires a high school diploma or GED. Must be at least 18 years ofage. Experience utilizing EMR systems and 1 year of office administration in a healthcaresetting. Persons hired into this position must be licensed drivers and have reliabletransportation. If current license is from out-of-state, a valid Colorado Driver’s License isrequired within ten days of hire. Background check, drug and alcohol check, reference check,3and motor vehicle checks must be passed. Current motor vehicle insurance is required.Driving is an essential job duty.Preferred: Associate degree in office administration with 1 year of clinical experience inhealthcare.PHYSICAL DEMANDS: The physical demands described here are representative of thosethat must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee will regularly sit, walk, and stand.Occasionally, movement that requires twisting at the neck and/or trunk more than the averageperson, squatting/stooping/kneeling, reaching above the head, and forward motion will berequired. The employee will continuously be required to repeat the same hand, arm, or fingermotion many times. Manual and finger dexterity are essential to this position. Specific visionabilities required by this job include close, distance, depth perception and telling differencesamong colors. The employee must be able to communicate through speech with clients andthe public. Hearing requirements include conversation in both quiet and noisy environments.The employee will occasionally lift and/or push and pull up to 50 pounds. Lifting may requirefloor to waist, waist to shoulder, or shoulder to overhead movement. This position demandstolerance for various levels of stress.WORK ENVIRONMENT: The work environment characteristics described here arerepresentative of those an employee encounters while performing the essentialfunctions of this job.The noise level in the work environment is usually moderate to loud. Working conditionsnormally involve inside environments. This position requires working irregular or extendedwork hours.SKILL/ABILITY REQUIREMENTS: To perform this job successfully, an employee must beable to perform each essential duty satisfactorily. The requirements listed below arerepresentative of the knowledge, skill, and/or ability required.LANGUAGE SKILLS: Able to read and comprehend simple instructions, correspondence,and memos. Able to read, analyze, and interpret general business periodicals, professionaljournals, technical procedures, manuals, or governmental regulations. Able to write reports,business correspondence, and procedure manuals. Able to effectively present informationand respond to questions from groups of administrators, managers, employees, clients,clients’ parents, and/or the general public is required.MATHEMATICAL SKILLS: Able to apply basic mathematical skills to include concepts suchas fractions, percentages, ratios, and proportions to practical situations. Able to computerate, ratio, and percent and to draw and interpret bar graphs. Able to work with mathematicalconcepts such as probability and statistical inference and provide necessary reports asneeded.REASONING ABILITY: Able to deal with problems involving a variety of concrete variablesin standardized situations. Able to solve practical problems and deal with a variety ofconcrete variables in situations where only limited standardization exists. Able to interpret avariety of instructions furnished in written, oral, diagram, or schedule form. Able to defineproblems, collect data, establish facts, and draw valid conclusions.4III. SUPERVISORY RESPONSIBILITIES:The Business Office Manager provides the bulk of supervision required. At times, thePhysical Therapy Manager may provide direct supervision as well. In general, this positionrequires that the individual work independently approximately 80% of the time.IV. OTHER SKILLS and ABILITIES:Able to work with others, with system issues, and able to work within designated time frames.Patience in dealing with staff, individuals in service, and parents/guardians. Able to developeffective working relationships with staff, individuals in service, and the community. Goodcommunication skills and being able to work with others as a team is a must. Able tocommunicate clearly and concisely, both orally and in writing. Able to perform duties inaccordance with agency policies and procedures.V. CERTIFICATES, LICENSES, REGISTRATIONS: N/ASTATEMENT OF UNDERSTANDING:I have read this job description and understand its contents. I also understand that this jobdescription is not intended to be and should not be construed as an exhaustive list of all theresponsibilities, duties, skills, efforts, or working conditions associated with my position.INSPIRATION FIELD IS AN “AT WILL” EMPLOYER. EMPLOYMENT BETWEEN THEPARTIES IS INDEFINITE AND IS TERMINABLE AT THE WILL OF EITHER OF THEPARTIES AND MAY BE TERMINATED AT ANY TIME FOR ANY REASON.