POSITION IDENTIFICATION
TITLE Clinic Assistant – Physical Therapy Clinic
CLASSIFICATION NUMBER 3096
GRADE 13
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Program Director, Physical Therapy
GENERAL FUNCTION
The Clinic Assistant coordinates the daily operations of the Physical Therapy Clinic by scheduling client appointments, preparing and maintaining electronic and paper client files and records on physical therapy student pro-bono clock hours, preparing reports, maintaining appropriate calendars (practice perfect, PT Clinic), assisting in correspondence, preparing and processing forms related to billing and payroll, monitoring the clinic budget, and performing other Programmatic duties as assigned by the Program Director.
The Clinic Assistant will also serve a key role in supporting the Director of Admissions throughout the Doctor of Physical Therapy (DPT) program application cycle. Responsibilities include assisting with the review and scoring of all applicants, coordinating and scheduling interviews, and acting as the primary point of contact for applicant inquiries. This individual will be present on-site during interview days to facilitate the interview process, including logistics and candidate support. Following interviews, the Clinic Assistant will participate in the scoring and ranking of applicants and manage all post-interview communications, including notifications of admission decisions.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or equivalent is required.
Experience: At least 3 years of general office experience is required; experience in a health care setting is preferred. Two years of specialized training or education beyond the high school level which emphasized the skills required for the position may be substituted for two of the three years of experience.
Skills: Keyboarding and computer application skills (word processing, spreadsheets, database) are required. Strong oral and written communication skills are required. Must be able to operate electronic, photocopier, and other standard office machines, maintain complex filing systems and records, and make mathematical calculations and budget reconciliations are required. Supervisory skills and the ability to train and/or review the work of others are required.
Other: This position requires extensive keyboarding and data entry.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Coordinates the daily operation of the Physical Therapy Clinic by answering phones,
scheduling client appointments, verifying third-party payor eligibility/coverage,
maintaining electronic and paper client records, preparing billing and payroll forms,
completing records requests, monitoring clinic budget activity, and maintaining clinic
calendars and supplies.
2 Supports compliance with accreditation and programmatic reporting by tracking physical therapy student pro bono hours, patient demographics, categories and services provided, and staff supervision using appropriate documentation and database systems (Practice Perfect, E*Value, PTCAS, etc.).
3. Assists the Program Director with clinic-related administrative tasks, including preparing correspondence, ordering supplies, reconciling budgets, updating Practice Perfect, and training and overseeing student workers.4. Provides critical support to the Director of Admissions by coordinating all aspects of the DPT Program’s application and interview process. Responsibilities include reviewing and scoring applications in PTCAS, creating and maintaining accurate information in the admissions spreadsheet, scheduling interviews, and serving as the primary point of contact for applicant communication.
5. Facilitates the on-site interview process by preparing materials, managing logistics, and assisting applicants and interviewers throughout the event. Scores and ranks applicants and provides this information to the Director of Admissions in a timely manner. Manages post-interview communication, including notification of admissions decisions, waitlist status, or denials.
6. Maintains working knowledge of university systems, procedures, and compliance requirements by attending training sessions, reading relevant materials, and collaborating with professional colleagues.
7. Contributes to a clean and organized clinic environment by performing light cleaning duties such as wiping down countertops, dusting, vacuuming, and restocking clinic supplies as needed.
8. Performs other related duties as assigned by the Program Director to support the success of the Physical Therapy Program.
SUPERVISION
The Clinic Assistant supervises student workers.
OFFICE OF HUMAN RESOURCES
JUNE 2025
