Do You Enjoy...

  • Making Others Smile
  • Learning
  • Meeting and Talking with a Variety of People
  • Having a truly pivotal role in a company that helps active people stay fit, healthy and mobile while avoiding medications, injections and surgery?
 
If so, this could be the perfect position for you!
 
We need help keeping our physical therapy clinic running efficiently while maintaining a great vibe and ensuring patients always know they’ll be welcomed with a smile. 

About Us

Before we dive into roles and tasks, let me give a quick background on the company and why this position is going to be so important...
 
We (my wife and I) started LeBauer Physical Therapy about 7 years ago and have purposely kept it a small family company until now. Actually I started as LeBauer Structural Bodywork in 1999 out in San Francisco. I moved back home to Greensboro, NC in 2005 and re-opened my massage therapy practice here, sharing space with my wife, who is also a massage therapist and yoga instructor. We started in a small 400 square foot, 2 room office.
 
I graduated from Elon University’s Doctor of Physical Therapy program in December 2008 and opened LeBauer Physical Therapy in February 2009 with my wife and business partner, Andra. In 2011 we moved from our cozy location downtown to our current 1500 square foot office in Sunset Hills. In 2014 I started a business, LeBauer Consulting, to help other therapists create independence and freedom in a similar practice model. In late 2015, I decided it was time to grow the physical therapy side of the clinic so we can serve more patients and expand our offerings.
 
My wife, Andra, will also be attending graduate school this fall and no longer treating patients. We are now at a point where I want to spend less time on administrative duties and treating patients so we can grow our therapy practice, including hiring a new physical therapist in the next few months, a Massage Therapist and Yoga Teacher in the near future, so I can begin to free up more time to grow my consulting business.

Here is a little bit about me, and Andra, my amazing wife and therapist: www.LeBauerPT.com/about
 
There will be more additions to our team over the next few years but I’ll make sure they are all kind, and really nice to work with … I promise!

Growing Our Clinic (Job Description)

I’ve utilized part-time contract assistants along the way for various tasks and I’m still absolutely buried in administrative duties that keep me from executing the important marketing and procedural systems the company really needs to grow efficiently. 

We will be strengthening and growing our commitment to make LeBauer Physical Therapy “The Clinic” that gives its patients the best overall experience they’ve ever had with any healthcare office (and I don’t make that statement lightly).
 
At LeBauer Physical Therapy our mission to be the primary provider for people with pain or injuries and to enhance and empower the lives of people we encounter to change and grow.

The person in this position will have just as big a role in making that happen as the physical therapists do ... probably even bigger.

This job could be best described as a mix of “office administrator” and “receptionist.” Though you will work in the clinic’s waiting area and perform the usual duties of a receptionist, you will also be taking care of many other administrative (and even some marketing) duties.

This is currently a part time position, 20 hours per week, with the goal of growing to full time at 35-40 hours per week. If necessary, some work could potentially be done offsite to accommodate for a fixed family schedule.

Here are the primary characteristics a candidate must have for this important role in our company: 
  • A warm and calming demeanor and an affinity towards communicating comfortably with new people and making them feel welcome.
  • Natural empathy and compassion for those in pain
  • Willingness to learn and implement feedback
  • Strong attention to detail
  • Self-Starter
  • Fantastic organizational skills
 
We are looking for a candidate who is able to adhere to the following core values:
 
People First, Patient Second: See the person as a human being and relate with them on that level, then find out what they need. Connect and Re-Direct. We believe that the person who walks in our door is the 1st priority.
 
Pursue Growth and Learning: We are a company of self-starters who are never satisfied with the status-quo. We are always learning and not afraid to try new things. Personal growth and development using open and honest communication and regular feedback is vital to our success.
 
Keep It Positive: We help patients achieve positive and hopeful outcomes. Pain is normal, our goal is to help our patients understand what it means.
 
Do More with Less: We keep things simple. We are constantly streamlining and automating wherever we can. We strive for essential communication with patients about their body, treatment, and exercises. Less chat, more communication!
 
Over Deliver/ Go Above and Beyond Expectations: Provide an exceptional experience that was never expected.
 
Be Fully Present: Give patients and your work 100% Attention.
 
Model Healthy and Active Lifestyle: “Be the change you wish to see in the world.”  Exercise regularly, get regular treatment; be proactive about your health for your patients, friends & family.
 
Create Community: Patients are part of the LeBauer PT family for life through all ages and stages of life. Employees and staff are also connected and invested in serving the long term goals and mission of our practice. We are a family!
 
Be part of something bigger: Be a Yes and someone who is standing positively for what’s happening in your life and the lives you touch, and for what you want to have happen in your future (and your patients future)—you’re a person who’s up to something bigger, and you can inspire our patients by showing up fully in your life.
 
The successful candidate will work for the owners of the business to ensure that these core values are present in the day to day running of the business – and ultimately, responsible for the successful growth of the business.
 
All hiring at LeBauer Physical Therapy is made with these Core Values firmly in mind and we look forward to discussing them more with you at the interview - when we can also discuss other benefits and incentives of you choosing to join our team.

Excellent speaking/communication skills are also imperative. Outside of greeting and communicating with patients, the office administrator will be responsible for taking and returning phone calls as well as making calls to other healthcare offices.

And finally, you need to know your way around the computer pretty well. I don’t mean you need to be able to code websites or anything … most of the technical/computer-based aspects of this job are easily trainable. What I’m saying is that I’ll need someone who is tech savvy so the training on various IT tasks goes smoothly and you are able to efficiently learn, navigate, and execute these tasks.
 
Please re-read the last few paragraphs and core values again and make sure you deeply believe they describe you. Every characteristic is highly important and written very deliberately.

If they do describe you, we would love to meet you! 
Now, let’s dive into the details of your duties and how you can apply for this position if you feel excited about the opportunity ... 
  
Regular Duties and Tasks Include:
  • Being a warm and welcoming ambassador of the company - greeting patients when they arrive, getting them water, taking payments, and scheduling future appointments.
  • Cheerfully answering the phone and returning patient and prospective patient calls. (You will be provided with scripts to guide many of your phone conversations ... especially with prospective patient calls. It is important you are open to coaching and guidance on how to manage and process phone calls, because in many ways you will be our frontline ‘salesperson’)
  • Creating and printing receipts for patients
  • Being a grammar, spelling, and punctuation champion when sending and responding to emails
  • Processing my email - I get a lot of email and probably 75% of it is manageable and easily addressed by a well-trained office administrator
  • Efficiently transcribing audio/video files - we will be using a lot of video to promote the clinic and these will need transcription
  • Filing paperwork - as we switch to electronic medical records, this will take very little of your day (and it’s already not very time consuming)
  • Smiling and connecting with people
  • Ordering office supplies
  • Creating and scheduling social media posts (If you like social media, you’ll love this part of the job)
  • Laundering sheets/pillowcases weekly
  • Cleaning of the office (sweeping, vacuuming, dusting, tidying up, etc)
  • Being stoked to have a job where people love and appreciate you and value your presence everyday
  • Maintaining and managing the office’s "customer relationship management" (CRM) software (“ActiveCampaign”)
  • Depositing checks at the bank
  • Occasionally grabbing lunch
  • Learning all about the exciting world of ‘social media and online marketing’
  • Creating/transcribing procedure task lists, training videos and modifying policies/procedures as needed
  • Recording and documenting staff meetings
  • Bookkeeping and commission calculations
  • Be flexible in your working hours - In the 21st Century, patients expect to be seen before, during, after work and on weekends. We know that back pain doesn’t go away for our patients after 5pm. Because of that, and to be successful in this role, you will be required to make yourself available from 8am until 8pm Mon-Fri and Saturday mornings from 8am – 2pm. Your contracted hours will be scheduled during these hours (start and end times between these hours are negotiable!).
  • Contribute and attend a minimum of 3 hours per week in clinic Continuing Education and training– including giving a once per month power point presentation to the rest of the team
  • Drive referrals – within 3 months we expect that at least 5 word-of-mouth (WOM) referrals are specifically stating that YOU referred them each month - and within 12 months we expect that at least 5 patients per month are RETURNING and because of an interaction with you.
  • Patient visit average – the most successful therapists at this practice have an average patient visit of “7”… to be successful in this role we expect that your communication and ability to handle money/co-pay objections will allow our therapists to achieve this target. Training will be provided on this and within 6 months our patient visit average (PVA)f will be at 7.
  • The mission of the company is “to be the primary provider for people with pain or injuries and to enhance and empower the lives of people we encounter to change and grow”, and one of the things that we offer our prospective patients to help to do that is a free DISCOVERY visit. Your role will be to facilitate this via initial phone calls, following up with patients and supporting our therapists in helping patients make the best decision for themselves.
  • Be responsible for limiting “drop-offs” - Patients who book appointments and then drop off schedule are not good for either parties involved. Because of that, you will be required to be pro-active in making regular re-activation phone calls to the people who have dropped off our schedule.
  • Being responsible for maintaining your own personal movement practice and taking care of your body at least 3 days a week. That may include walking, running, yoga, working out in a gym, crossfit, cycling, etc…
  • Just being awesome in general and proactively thinking of things that could make a huge difference to the way the business runs
  • I have another related business in which thousands of physical therapists utilize my blog and webinars for business advice. Because much of what I do in my clinic is relayed to that online audience/business, these two businesses definitely have some crossover and you will also be helping me with certain tasks there as well (posting blogs, video, podcasts, social media, emails, etc … don’t worry, I’ll teach you how to do it all!). So you’ll also get to learn all about how an internet-based business works.
  • P.S. in case you were wondering: This PT clinic is not “in-network” with any insurance/Medicare and does not send bills/claims to insurance companies, so experience with medical billing is not necessary, and you won’t have to spend your time arguing with insurance companies

How To Apply...

Thanks for reading this far! You're already showing some of the characteristics we are looking for so if you’re interested in applying for this position, please send an email to: rockstar4lebauerpt@gmail.com and ...

1) Use the Subject Line: I'm that rockstar admin assistant!

2) Within the email, please write a few sentences about why you feel you are a great fit for this position. I also want you to tell me about the last time you made someone happy.
 
Thank you so much for your interest in this position.

I hope to meet you soon!

~ Aaron