Therapy Smarts, Inc Bilingual Administrative Assistant Durham, NC · Full time Company website

We are looking for and driven, highly motivated Bilingual Administrative Assistant to support administrative, scheduling and marketing duties in the company


About us

Therapy Smarts Inc is a medical practice that offers multi disciplinary services (OT, SLP, PT, Mental health, ABA) services to children in Durham, NC. 


The Bilingual Administrative Assistant provides essential support and administrative services to the clinic, the therapists, the patients, and their families in a fast-paced environment. This person will be involved in a wide spectrum of tasks including patient customer service, scheduling, data entry, and social media.

Required Skills and Experience:

  • High School Diploma/ GED equivalent
  • Spanish speaking is required.
  • Ability to establish and maintain effective working relationships with patients, other employees, and the public. 
  • 2 + years’ admin support in a medical environment is preferred
  • Knowledge about health insurance, pre-authorization, insurance verification, medical terminology, preferred
  • Must have excellent customer service skills
  • Able to work in a fast-paced and demanding work environment
  • Must demonstrate a strong work ethic and maintain professionalism at all times
  • Must have a team mentality, flexibility and willingness to learn
  • The ability to communicate effectively, multi-task and work under pressure is the key to success in this position, which also requires attention to detail and a commitment to achieving consistent customer satisfaction.
  • The ability to uphold HIPAA compliance.
  • Must exercise good judgment and discretion
  • Technologically savvy and familiar with Microsoft Office products including: Google Workspace- Word, Excel
  • Good communication and networking skills is a must.

Essential Functions/Responsibilities (other duties may be assigned):

Answers phone and completes successful intake process

● Answer phone and routing to appropriate department (billing, etc)

● Notes about current appointments on TS_ PA (patient notes, why patient is coming, verbal/ nonverbal, schedule preference, etc)

● Complete intake including guiding patient to complete intake document from website

● Check in/out patients.

● Prepares correspondence to doctors and insurance companies

● Check patient eligibility and benefits from insurance

● Get the patient’s authorization for therapy from the insurance company

● Obtain Dr’s order prior to the start of services and every 6 months.

● Schedule patients for evaluations, treatment

● Rescheduling of cancellations and no-shows

● Enforcing company policies with parents (i.e cancellation/no-show)

● Schedule any patients on flex schedule.

● Collect any money due from family at the time of service

● Therapist schedules established (entered in EMR correctly, filled with patients that are coming)

● Priority (waitlist) list updated

● Mission board (referral board) updated

● Reminder calls made (all evals called prior to each appointment)

● Patient finances handled (co-pay, invoices)

● Deductible program well trained with families (pay down deductible)

● Notes about pending appointments needed at top of a day (anybody have any cancel put this patient in ASAP

● Notes about current appointments on the appointment (patient notes, why patient is coming, verbal/nonverbal, why they canceled)

● Rescheduling missed appointments (within the same week)

● Internal referrals

● Making our good work known by Marketing and posting on social media platforms

●Assist with additional office tasks and maintenance as necessary.

Why choose US: Imagine practicing therapy the way YOU want…surrounded by passionate colleagues, strong office support and a culture that lets you put the client first. Joining Therapy Smarts means your experience and expertise will be valued. Opportunity to not only "love what you do" but to "do what you love" by creating a path for you to specialize in the areas that interest you the most. At Therapy Smarts we take your passion and make it happen. Be a part of the team which values teamwork as well as individual team member goals and have an Opportunity for growth within the company.

We are a fast growing practice offering competitive compensation and flexible schedules, perfect for therapists with families. As a part of our dynamic team, all of our employees enjoy a FUN work environment where you can collaborate with top notch therapists!

Benefits that set us apart- Exceptional earnings potential! One of the best you will find.

  • Competitive salary with frequent bonus opportunities
  • Paid time off for federal holidays, PTO, Birthday, and sick time
  • Paid week of shut down during Christmas- New year
  • Health, Vision, and dental insurance to full time employees
  • 401K to full time Employees
  • Yearly performance BONUS
  • Referral BONUS
  • Fun, multi-disciplinary setting with supervision and mentorship programs
  • Positive company Culture
  • Part of a work family that values their employees.
  • Unlimited growth Opportunities- Opportunity for Leadership & Management positions and professional growth
  • Trainings in areas of interest
  • Comprehensive new hire training


$12 - $17 per hour