Office Manager

Pro-Level Rehab. Precision Training. Profound Results.

Office Manager

Location: Physio Performance, 615 S Baker Street, Tacoma WA

Schedule: TBD

About Us: Physio Performance is a physical therapy, fitness, and performance center dedicated to helping athletes and active individuals move better, recover smarter, and perform at their highest level. Our approach combines detailed movement analysis, hands-on treatment, and intelligent exercise programming, supported by a broad background in fitness management including sport-specific training, barbell, kettlebell, and Pilates-based methods. We believe in smart training, strong recovery, and elite performance.

As Physio Performance continues to grow, we are seeking an experienced, organized, and motivated Office Manager to help lead and support our expanding operations. This role is ideal for someone who thrives in a dynamic, people-focused environment and enjoys taking ownership of systems, processes, and team support. As the operational backbone of the clinic, the Office Manager will play a key role in creating a seamless, welcoming experience for patients while supporting staff and leadership as we build something exceptional together.

Job Summary

The Office Manager plays a critical leadership role in ensuring the smooth and efficient operation of Physio Performance. This position oversees front-office operations, patient scheduling, billing, administrative systems, and compliance while fostering a positive, professional experience for patients and staff.

Key Responsibilities

Patient & Appointment Management

• Manage patient scheduling, rescheduling, and appointment confirmations
• Oversee the patient intake process, including insurance verification and medical history collection
• Maintain accurate and up-to-date patient records
• Track inbound faxes, referrals, and inquiries from new patients
• Ensure all patients are greeted warmly and receive outstanding customer service

Billing & Insurance Coordination

• Verify insurance coverage and eligibility
• Process insurance claims, payments, and patient billing inquiries
• Resolve billing discrepancies with patients and insurance companies
• Maintain accurate financial records and billing reports

Office Operations & Administration

• Oversee daily clinic operations to ensure an organized, efficient, and welcoming environment
• Manage office supply inventory and ordering
• Coordinate and track schedules for therapists and staff
• Lead and maintain Jane software systems, including forms and waivers
• Oversee payroll processing, employee benefits, and other HR-related needs

Compliance & Documentation

• Ensure adherence to all healthcare regulations, including HIPAA
• Maintain organized physical and digital documentation in accordance with legal requirements
• Assist with preparation and submission of required regulatory reports

Communication & Team Leadership

• Serve as the primary point of contact for patients, staff, vendors, and external partners
• Handle phone calls, emails, and correspondence professionally and promptly
• Coordinate communication with healthcare providers and insurance companies
• Foster open communication and a positive, respectful workplace culture
• Mentor and support new team members and interns
• Partner with leadership to streamline workflows and improve operational efficiency

Skills & Qualifications

• Strong organizational, time management, and multitasking abilities
• Excellent interpersonal and communication skills
• Ability to lead with empathy, professionalism, and accountability
• Collaborative mindset focused on team success and patient-centered care
• Demonstrated problem-solving skills and resilience in a fast-paced environment

Education & Experience

• Associate's degree in Business Management or equivalent professional experience
• Prior experience in a physical therapy or medical practice preferred
• High proficiency in Google Workspace (Docs, Sheets, Forms, Email)
• Experience with Jane App preferred

Benefits:

• Competitive salary
• Full-time benefits package including: 401(k), Health, Dental, and Vision Insurance, Paid Vacation and Holidays

Job Types: Full-time, Part-time

Pay: $ $33.00 per hour

Expected hours: 20 – 35 per week

Work Location: In person