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Rehab Department Office Manager

Rehab Department Office Manager



Responsible to support the department of rehabilitation services by answering phones, taking messages, greeting patients/clients, managing schedules, managing insurance verification/authorization, maintaining a clean and organized department/clinic for efficient operations, managing the ordering and stocking of supplies/products, and other diverse duties as requested or required.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Answer phones and documenting accurate messages in a professional manner.

Greet all patients/clients, family, caregivers and/or visitors to the department/clinic in a friendly manner.

Handle and respond to all therapy referrals in a timely manner, acquiring all necessary information. Develop effective rapport with referring healthcare practitioners.

Conduct initial registration of patients/clients to include interviews with the patient/client, family, and/or caregiver to obtain all required information.

Assist patients/clients, family, and/or caregiver with completion of all necessary paperwork to include, but not limited to, intake forms, medical history, medications, and insurance.

Prepare necessary documentation including insurance benefits and eligibility, insurance verification/authorization, reports/logs, and order forms, etc. in a timely manner according to federal, state and facility-specific rules and regulations.

Consult with members of the rehabilitation team to help maintain appropriate treatment schedules taking into consideration the needs of the therapist, patient/client, family and/or caregiver, as well as tracking/scheduling of supervisory visits. Demonstrate the ability to handle changing schedules of patients/clients.

Assist therapists with tracking, collecting, and maintaining plan of care certifications and re-certifications according to federal, state and facility-specific rules and regulations.

Assist with patient/client appointment reminders as necessary.Maintain confidentiality of all patient/client protected health information according to Health Insurance Portability and Accountability Act (HIPAA) and facility-specific rules and regulations.

Collect patient/client payment(s) according to facility-specific guidelines and/or direct patients/clients to appropriate accounting staff when necessary. Assist the billing team with insurance claims/denials to secure reimbursement as needed.

Present a positive service-oriented approach with patients/clients, family, caregivers, facility staff, and co-workers at all times.

Assist with orientation of new staff, volunteers, and students.

Assist with equipment maintenance and manage supply inventory, including accurate and timely record keeping as well as ordering and tracking.

Help maintain cleanliness of the rehabilitation department/clinic by changing out rooms after appointments and wiping down equipment between uses. Vacuuming may be required.

Demonstrate ongoing commitment to reducing costs and improving productivity in the rehabilitation department/clinic.

Maintain positive working relationships with the healthcare team, patient/client, family, and caregiver.

Complete RehabVisions and facility reports as required, including QA and end of month reporting. Keep Director informed by reviewing and analyzing special reports, summarizing information; identifying trends.

Attend department/clinic meetings and conferences.

Understand and comply with RehabVisions’ policies and procedures, including but not limited to, universal precautions, safety, risk, and emergency.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


High school diploma or general education degree (GED), preference will be given to applicant with associates or higher degree

One to three (1-3) years of related experience and/or training

Equivalent combination of education and experience


Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence professionally. Ability to effectively present information in one-on-one settings to patients/clients, family, caregivers, facility staff, and other employees of the organization.


Ability to apply common sense understanding to carry out detailed but uninvolvedwritten and oral instructions.

Ability to manage problems involving a few concrete variables in standardized situations.


Data entry experience, including proficiency in Microsoft Excel and Word, and accurate typing abilities.

Ability to relate positively, professionally, and cooperatively with others.

Demonstrate flexibility and willingness to change and learn when necessary for efficient departmental/clinic operations.

Ability to perform the essential work functions of this job, with or without reasonable accommodations.

Ability to multi-task in a fast paced medical practice with multiple therapists.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical work demands include sitting, standing, walking, pushing, pulling, bending, squatting, ability to move and/or lift up to fifty (50) pounds with or without assistance, fine hand coordination, ability to hear, ability to read and write, and ability to remain calm under stress. Specific vision abilities required for this job include close vision, distance vision, and peripheral vision.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

The very nature of health care work indicates a potential exposure to communicable diseases. In addition, the office manager must be tolerant of working with patients/clients who may be recovering from surgeries, illnesses, and wounds. Exposure to bodily fluids is not uncommon especially in hospital and nursing home settings.

Job Types: Full-time, Part-time



401(k) Matching

Dental Insurance

Disability Insurance

Flexible Spending Account

Health Insurance

Life Insurance

Paid Time Off

Parental Leave

Vision Insurance


Monday to Friday

Work Location:

One location

Benefit Conditions:

Only full-time employees eligible

Work Remotely: