Operations Specialist

About Us

At A-Z Pediatric Therapy, we deliver top-tier Physical, Occupational, and Speech Therapy services to help children thrive. Behind our clinical team is a dedicated operational backbone that keeps everything running seamlessly. We are seeking a highly organized, details-focused Operations & Documentation Specialist to manage administrative workflows, document processing, and internal reporting.

Role Overview

This position serves as the operational "air traffic controller" for our office. You won't be managing people, but you will be directly managing the critical details that keep our practice compliant and efficient. You will handle all incoming e-faxes, clinical paperwork processing, file management, and system reports to ensure patients transition smoothly into care.

If you are a proactive executioner who thrives on organization, precision, and staying on top of moving parts, this role is built for you.

Key Responsibilities

Workflow & File Management: Process incoming electronic faxes (e-faxes), sort documentation, and assign paperwork to appropriate clinical files with strict attention to detail.

System Operations: Maintain digital record-keeping systems, ensure data integrity across company databases, and update patient files accurately.

Data & Reporting: Generate, review, and track regular operational and status reports for leadership, ensuring deadlines and compliance targets are met.

Communication & Coordination: Act as the central administrative hub between front office staff, intake teams, and clinicians to resolve document delays or missing information.

Process Execution: Follow established compliance and operational protocols efficiently, ensuring patient confidentiality (HIPAA) and file accuracy.

Qualifications & Requirements

Education: Bachelor’s degree required.

Technical Skills: Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook), quick and accurate typing skills, and high computer literacy for navigating electronic health records/CRMs.

Communication: Clear, professional verbal and written communication skills.

Transportation: Valid driver’s license, reliable personal vehicle, and active auto insurance required.

Experience: Experience in healthcare administrative operations, medical records, or documentation intake is a strong plus.

Who You Are

An Operational "Doer": You love checking off tasks, organizing systems, and keeping workflows moving without waiting to be micro-managed.

Detail-Oriented & Precise: You catch the tiny errors that others miss and take pride in spotless documentation and record keeping.

Adaptable & Efficient: You can prioritize incoming requests rapidly without losing focus or accuracy.

Supplemental Pay Types:

Performance-based incentives / bonuses

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person