Patient Access / Case Coordinator Manager - Remote Position

Overview

Team Rehab is a network of therapist-owned outpatient physical therapy clinics in Michigan, Illinois, Indiana, Wisconsin and Georgia.

Our mission is to provide the best outpatient physical therapy, occupational therapy and speech therapy. We want our patients to enjoy therapy and experience clear improvements in their health. Our clinics receive the highest levels of patient satisfaction and our patients receive the best objectively measurable outcomes. Our strategy, based on excellent quality and patient satisfaction, is gaining momentum. Since opening our first clinic in 2001, we have grown across Michigan and into Illinois, Indiana, Wisconsin, and Georgia. We continue to open additional clinics in order to make physical, occupational and speech therapy even more accessible to our patients, their friends and their families.

 

Team Rehab believes that employing the best people will provide the best therapy and service to our patients.  Because of this, Team Rehab offers:

• Competitive Pay
• Benefits for Both Full and Part Time Employees!
• FREE Medical Plan!
• Monthly Bonuses
• 401(k) Match
• Excellent Educational Incentives!
• Generous PTO
• Profit Sharing
• Mentorship

 

The Common Standards all Team Rehabilitation Employees are held to include:

• Never say anything disrespectful about any group, whether they are formally protected by law or not.
• Never use language that another member of staff or patient finds offensive.
• No pictures, signs or the like that a patient or another member of staff finds offensive.
• No discrimination in hiring, training or promotion based on race, religion, national origins, weight, family status, sexual orientation, etc.  None. Never. Ever.

Responsibilities

Position Summary:

 

Will be supporting Michigan, Illinois, Indiana, Wisconsin, and Georgia so ideally, the candidate will live in one of these states.

The Patient Access and Case Coordination Manager is responsible for leading, developing, and optimizing the performance of teams handling referrals, intake, and case management. This role oversees individuals responsible for home visit coordination, legal intake through billing, medical records, workers’ compensation authorizations, and other related intake activities. The manager will ensure exceptional customer service, build strong referral source relationships, and implement strategies to scale operations without increasing costs. This position requires a strategic thinker with proven leadership skills and a passion for process improvement, collaboration, and staff development.

 

Key Responsibilities

• Leadership & Oversight

• Manage and support staff handling intake, referral coordination, legal case resolution, medical billing follow-up, and workers’ compensation authorizations.

• Oversee team performance, ensuring quality, timeliness, and compliance with internal standards and external regulations (HIPAA, state requirements, etc.).

• Conduct regular team meetings, performance reviews, and professional development initiatives.

• Strategic & Operational Excellence

• Develop and execute scalable intake processes that increase efficiency while controlling costs.

• Identify and implement process improvements, automation opportunities, and workflow optimizations.

• Establish and monitor key performance indicators (KPIs) to track department success and proactively address trends.

• Customer Service & Relationship Management

• Serve as a primary point of escalation for referral sources, patients, attorneys, and internal partners.

• Build and maintain strong relationships with referral networks, including attorneys, medical providers, employers, and insurance contacts.

• Foster a customer-first culture that consistently delivers timely, professional, and courteous service.

• Collaboration & Cross-Functional Coordination

• Partner with other department leaders to align processes, share resources, and achieve organization-wide goals.

• Ensure effective communication across teams to maintain accurate case statuses and smooth transitions between operational stages.

• Staff Development & Accountability

• Coach, mentor, and guide team leads and individual contributors to reach peak performance.

• Support recruitment, onboarding, and ongoing training for department staff.

• Apply progressive discipline and performance management when necessary.

Qualifications

Required Qualifications