Winning Assistants LLC

Therapist

• Appointment Setter: Primary responsibility includes scheduling discovery calls and managing the appointment calendar.
• Customer Service Representative: Handles all patient-facing communications and callback management.
• Front Desk Receptionist + Admin Assistant + Billing Support: Acts as the first point of contact for patients and supports back-end administrative and billing processes.
• Intake Calls & Patient Intake Management: Answer incoming calls in a professional, warm, and confident manner, conduct intake calls and gather patient information accurately, input patient information into PT Everywhere (EHR/CRM), schedule discovery calls for the owner, maintain a maximum 1-hour callback time.
• Patient Communication & Scheduling: Manage appointment scheduling and confirmations, handle callback requests promptly, ensure booking window stays within 3–4 weeks, deliver required documentation to patients, provide excellent patient-facing service at all times.
• Billing & Documentation: Generate and send super bills, process billing documentation accurately, maintain 24-hour billing turnaround time, assist with insurance verification for new patients.
• Secondary Responsibilities: Lead follow-up and outreach (dormant/inactive patients), support light marketing tasks: Bi-weekly newsletters, Flyer creation, & Canva-based design work, general administrative support as needed.

Virtual Assistant – Healthcare, Physical Therapy Practice