PTA​/COTA – Therapy Clinical Systems Specialist

Join a collaborative and highly organized department where your attention to detail and operational expertise truly make a difference! As a Clinical Systems Specialist – Therapy, you will play a key role in supporting the daily administrative operations of the Therapy Department. From therapy authorizations and recruitment coordination to onboarding, marketing assistance, license compliance, and Net Health system management, your work ensures seamless processes across assigned facilities.

This hybrid/remote position plays an essential role in maintaining regulatory compliance, operational efficiency, and strong departmental organization. It is ideal for a licensed Physical Therapist Assistant or Certified Occupational Therapist Assistant who thrives in a structured, fast‑paced environment and enjoys supporting both clinical and operational success.

The Therapy Administrative Assistant supports the daily administrative operations of the Therapy Department. This role ensures efficient coordination of therapy authorizations, recruitment support, marketing assistance, onboarding processes, license compliance, and Net Health system management. The position plays a key role in maintaining regulatory compliance, operational efficiency, and department organization across assigned facilities.

• Obtain and track therapy authorizations for Managed B Payors.
• Monitor authorization start and end dates to ensure uninterrupted therapy services.
• Communicate with payors, case managers, and facility staff regarding authorization updates.
• Maintain accurate documentation of authorization status in Net Health.
• Alert DOR of authorization expirations or denials.
• Assist with appeals and submission of required clinical documentation.
• Coordinate ADR and denial management processes by tracking requests, gathering required clinical documentation, submitting responses within regulatory time frames, and communicating outcomes to therapy leadership.
• Coordinate interview scheduling between candidates and leadership.
• Assist with candidate follow‑up communication.
• Support offer letter preparation and hiring documentation processes.
• Assist with preparation of therapy marketing materials.
• Support physician referral outreach efforts (as directed).
• Maintain updated marketing collateral and therapy service information.
• Assist with Social Media postings.
• Coordinate onboarding checklists for new therapy hires.
• Ensure completion of required documentation prior to start date.
• Gather required information to send to facility HR.
• Coordinate user profile/tracking for new hires.
• Verify active state licensure for PT, PTA, OT, COTA, and SLP staff.
• Track license expiration dates and send renewal reminders.
• Maintain CEU compliance documentation.
• Ensure professional certifications remain current.
• Maintain updated credential tracking spreadsheet.
• Assist DOR with system updates and data accuracy.
• Assist with daily help ticket/submissions.

• Physical Therapist Assistant or Certified Occupational Therapist Assistant.
• Knowledge of insurance authorization processes strongly preferred.
• Experience with Net Health/Optima or similar EMR systems preferred.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Ability to maintain confidentiality and professionalism.
• Detail‑oriented and highly organized.
• Strong follow‑through and deadline management.
• Ability to work independently and within a team.
• Strong analytical and problem‑solving skills.
• Ability to prioritize in a fast‑paced environment.

The Facility is an equal opportunity employer. The Facility does not discriminate based on race, color, religion, sex, handicap, disability, age, marital status, sexual orientation, national origin, veteran status or any other characteristic(s) protected by federal, state, and local laws. The Facility will also make reasonable accommodations for qualified individuals with disabilities should a request for an accommodation be made. A key part of this policy is to provide equal employment opportunity regarding all terms and conditions of employment and in all aspects of a person’s relationship with the Facility, including recruitment, hiring, promotions, upgrading positions, conditions of employment, compensation, training, benefits, transfers, discipline, and termination of employment.