Front Office Specialist

Job Description

Job Description

Front Office & Medical Billing Specialist (Health & Vitality Center)

Location: Midland, MI 48640

Job Type: Full-time

Reports To: Business Owner / Physical Therapist

Job Summary

Are you a highly organized, welcoming professional with a passion for holistic health and a sharp eye for medical billing? Halcyon Health & Vitality is looking for a Front Office & Medical Billing Specialist to be the face and operational backbone of our wellness center.

In this dual role, you will create a warm, premium experience for clients seeking vitality and healing, while simultaneously managing the insurance verification, coding, and billing lifecycle for our dedicated physical therapist. The ideal candidate blends exceptional customer service with a strong understanding of PT insurance claims, ensuring our practice runs efficiently and our patients feel supported at every step of their wellness journey.

Key Responsibilities

Front Office & Client Experience (Approx. 50%)

• First Impressions: Warmly greet patients, manage the check-in/check-out process, and maintain a pristine, welcoming reception environment.
• Scheduling: Optimize the clinic’s daily schedule by booking appointments for multiple modalities (e.g., Physical Therapy, Red Light Therapy, Wellness Coaching).
• Patient Communication: Answer phone calls, respond to emails, and manage text-based patient communications with professionalism and empathy.
• Payment Collection: Collect copays, deductibles, and self-pay fees at the time of service, accurately logging transactions into the EHR system.
• Administrative Support: Maintain digital patient records, process intake forms, and ensure strict compliance with HIPAA guidelines.
• Wellness Concierge: Facilitate client experiences with our therapeutic machines (InfraBaldan Red Light Therapy, HOCATT Ozone and PEMF Therapy, Red Light mats, Red Light Sauna); on site training with these machines provided (no prior experience necessary).

Physical Therapy Insurance & Billing (Approx. 50%)

• Insurance Verification: Verify patient insurance benefits (in-network and out-of-network) specifically for physical therapy services prior to initial evaluations.
• Claims Submission: Accurately code (CPT and ICD-10) and submit physical therapy claims through the clearinghouse to commercial insurance carriers, Medicare, and/or workers' comp.
• Authorization Management: Track, request, and secure necessary prior authorizations and prescriptions for ongoing physical therapy care.
• Accounts Receivable & Appeals: Monitor claim statuses, research and appeal denied or rejected claims, and post insurance payments (ERAs/EOBs).
• Patient Billing Support: Transparently explain insurance benefits, coverage limits, and outstanding balances to patients, creating compassionate payment plans when necessary.

Qualifications & Skills

Required:

• Experience: Minimum of 1–2 years of experience in medical front office administration AND medical billing (specifically for physical therapy or outpatient rehabilitation preferred).
• Insurance Fluency: Deep understanding of copays, deductibles, out-of-pocket maximums, prior authorizations, and EOB interpretation.
• Software Proficiency: Hands-on experience with Electronic Health Record (EHR) and billing software (e.g., WebPT, JaneApp, Kareo, eClinicalWorks, or similar).
• Communication: Exceptional verbal and written communication skills with a polished, patient-first demeanor.
• Organization: Ability to multitask seamlessly between greeting a patient, facilitating therapy room set up/clean up and executing meticulous billing tasks without losing attention to detail.

Preferred:

• Certified Professional Coder (CPC) or Certified Medical Billing Specialist (CMBS) credential.
• A personal or professional interest in holistic health, functional medicine, or physical wellness.

What We Offer

• Competitive hourly wage/salary: [$20.00 – $28.00 per hour] (Dependent on experience).
• Health, dental, and vision insurance benefits (for full-time status) AFTER being with our start up company for three months.
• Paid Time Off (PTO) and paid holidays.
• Wellness Perks: Complimentary or deeply discounted access to our center's services (e.g., Red Light Therapy, Saunas, and coaching).
• A supportive, vibrant, and health-focused team culture.

About Us

At Halcyon Health & Vitality, we believe in treating the whole person and that the body was designed to heal itself, when given what it needs. Our center blends cutting-edge bio-stacking technologies and functional genomics with traditional hands-on physical therapy and therapeutic bodywork to help our community unlock their highest level of vitality and healing.

Many people today are at the end of their rope regarding their health. They suffer from chronic and sometimes debilitating conditions/pain and have not found cures or even relief through traditional or alternative medicine. Some have spent tens of thousands of dollars chasing health and wellness. They seek something different: a way back to vitality.
Halcyon Health & Vitality exists to educate and empower people in the simple yet profound truth that the human body was designed to heal itself, when given what it needs. Through ancient, modern and proven healing modalities, clients will move from chasing wellness to embracing vitality. They will get back in the driver’s seat of their own vitality and become more joyful, vibrant, creative and connected people in their circles of influence and out in the world.
The proprietary process of 123 Vitality takes clients from a place of pain, fatigue and dis-ease in mind, body and spirit, to a full and vital life through DNA analysis, education and healing modalities.
The reason why many therapies, treatments and programs don’t work for some people is a matter of misunderstanding simple programming: their DNA. The latest healing modality may work for some, but not all.
DNA testing and analysis assists every client in choosing the best path to vitality that works with their unique body.
From the very first consultation to ongoing relationships with clients through our treatments, courses and community events, everyone who interacts with Halcyon Health & Vitality Center and services will move the needle toward becoming a vibrant and vital person.

Company Description

Many people today are at the end of their rope regarding their health. They suffer from chronic and sometimes debilitating conditions/pain and have not found cures or even relief through traditional or alternative medicine. Some have spent tens of thousands of dollars chasing health and wellness. They seek something different: a way back to vitality. \r\nHalcyon Health & Vitality exists to educate and empower people in the simple yet profound truth that the human body was designed to heal itself, when given what it needs. Through ancient, modern and proven healing modalities, clients will move from chasing wellness to embracing vitality. They will get back in the driver’s seat of their own vitality and become more joyful, vibrant, creative and connected people in their circles of influence and out in the world.\r\nThe proprietary process of 123 Vitality takes clients from a place of pain, fatigue and dis-ease in mind, body and spirit, to a full and vital life through DNA analysis, education and healing modalities.\r\nThe reason why many therapies, treatments and programs don’t work for some people is a matter of misunderstanding simple programming: their DNA. The latest healing modality may work for some, but not all.\r\nDNA testing and analysis assists every client in choosing the best path to vitality that works with their unique body.\r\nFrom the very first consultation to ongoing relationships with clients through our treatments, courses and community events, everyone who interacts with Halcyon Health & Vitality Center and services will move the needle toward becoming a vibrant and vital person.