Job Details

Administrative Assistant

Places You'll Go Therapy is a dedicated home health agency providing occupational, physical, and speech therapy services to individuals with developmental disabilities throughout Arizona. Our board-certified and state-licensed therapists are committed to providing high-quality, compassionate care to our patients and supporting the families we serve.

As our organization continues to grow, we are seeking a highly organized, dependable, and customer-focused Administrative Assistant to support our clinical and administrative operations.

The Administrative Assistant will provide administrative support to our therapy team and assist with the day-to-day operations necessary to keep patient services running smoothly. This position will have a strong focus on insurance verification, therapy authorizations, patient intake, data entry, billing support, and customer service. The ideal candidate is highly organized, detail-oriented, comfortable working independently, and able to manage multiple priorities while maintaining a high level of accuracy. Because this position interacts regularly with families, therapists, insurance representatives, and other stakeholders, exceptional customer service and professional communication are essential.

This position will initially be temporary, with the potential to transition to a regular full-time W-2 position based on performance, business needs, and successful completion of the temporary period. Conversion to full-time employment is not guaranteed.

Essential Duties & Responsibilities

• Manage a generalized inbox and appropriately route questions and requests.
• Provide professional, friendly, and timely communication to parents/guardians, patients, therapists, insurance representatives, and other stakeholders.
• Verify patient insurance information with parents/guardians and insurance companies.
• Assist with gathering required patient intake forms and documentation.
• Complete and maintain authorizations required for therapy services to occur.
• Submit authorization requests and required documentation to insurance companies and/or funding sources.
• Track authorization status, expiration dates, approved units, and other authorization requirements.
• Follow up proactively on pending, expiring, or incomplete authorizations to help prevent interruptions or delays in therapy services.
• Ensure required authorizations are active and in place before therapy sessions occur.
• Communicate authorization issues or potential service interruptions to the appropriate team members.
• Enter patient goals and other information accurately into Electronic Medical Records (EMR) software.
• Correct data issues within existing applications and maintain accurate patient records.
• Submit claims to insurance companies for reimbursement.
• Assist with billing and other administrative processes as needed.
• Maintain confidentiality and appropriately handle sensitive patient and insurance information.
• Prioritize and complete tasks within established deadlines.
• Work independently while maintaining consistent communication with the administrative and clinical teams.
• Perform additional administrative duties as assigned.

Customer Service Expectations

Excellent customer service is a core requirement of this position. The successful candidate must be:

• Friendly, professional, and approachable.
• Responsive and timely when communicating with families and team members.
• Patient and compassionate when assisting families with questions or concerns.
• Comfortable communicating with individuals who may be frustrated or have questions regarding insurance, authorizations, or therapy services.
• Solution-oriented and able to appropriately escalate issues when necessary.
• Able to represent Places You'll Go Therapy professionally in every interaction.

Qualifications

• High school diploma or equivalent.
• 60+ words per minute typing speed.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Strong written and verbal communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong problem-solving skills.
• Ability to work independently in a remote environment.
• Ability to learn new software, systems, and processes quickly.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Preferred Qualifications

• Previous experience as an administrative assistant or in a similar administrative role.
• Previous healthcare or medical office experience.
• Experience with insurance verification, authorizations, or medical billing.
• Experience communicating with insurance companies or healthcare funding sources.
• Experience working with Electronic Medical Records (EMR) systems.
• Experience working in a fast-paced healthcare environment.

What We're Looking For

We are looking for someone who takes ownership of their work, follows through on responsibilities, communicates well, and genuinely enjoys helping others. The right candidate will be comfortable balancing detailed administrative work with frequent communication and customer-service responsibilities. Accuracy, reliability, responsiveness, and professionalism are extremely important in this role.

Employment Opportunity

This position is initially offered on a temporary basis with the potential to transition to a regular full-time W-2 position based on successful performance, business needs, and overall fit with the organization.

Successful performance will include demonstrated proficiency in administrative responsibilities, authorization management, communication, reliability, accuracy, and exceptional customer service.

Places You'll Go Therapy LLC is an equal opportunity employer.