Physical Therapist/Site Manager

Position Summary/Scope of Responsibility

The Centers for Advanced Orthopaedics LLC (CAO) is one of the nation’s largest Orthopaedics practices, owned and operated by physicians, with over 60 locations across Maryland, Northern Virginia, and the District of Columbia.  With approximately 2,000 employees, working in 28 Divisions, CAO is a growing business with revenues of approximately $250 Million. CAO is committed to be the Orthopaedics provider of choice for our patients; partner of choice for payors and health systems; and employer of choice by attracting and retaining a talented workforce.

The Therapy Site Manager is responsible for the efficient and profitable management of rehabilitation services in his/her assigned site. The Therapy Site Manager ensures that the highest standard of rehabilitation services and customer service are delivered and maintained while ensuring compliance with state and federal regulations. The Therapy Site Manager is responsible for the management of day-to-day operations of his/her site, including meeting established CAO practice metrics, employee supervision, monitoring financial and statistical information, administration of the company’s policies and procedures and direct patient care. The Therapy Site Manager collaborates with the Therapy Director to develop and carry out business goals and objectives.

This role is for a new location with the same practice opening in August 2025:
7500 Iron Bar Ln Ste 219
Gainesville, VA 20155

Duties include, but are not limited to:

• Creates and maintains a handicapped accessible, safe, clean, positive, and upbeat therapy clinic environment in his/her designated clinic and monitors it in other clinics within his/her practice, including the following of universal precautions, hand hygiene, informed consent and all other CAO, state, and federal regulations.
• Provides both patient care and administrative duties. The percentage of patient care versus administrative time is dependent on the number of staff and number of clinics being supervised within the practice. The amount of designated administrative time should be directly proportional to the number of direct reports and number of clinics being supervised. The percentage of patient care time vs. administrative time will vary depending on adequate staffing and existence and/or experience of Therapy Site Manager(s) within the practice.
• Continuously monitors and ensures all CAO; federal and state regulations are adhered to regarding patient treatment and documentation in his/her practices’ clinics.
• Strives to attain and maintain practice therapy metrics for all lines of business as outlined by practice Administrator and/or CAO Therapy Executive Director.
• Manages Therapy staff of designated clinic (if applicable) including therapists, front desk staff and support personnel.
• Ensures adequate clinical staff is scheduled at clinic and any other clinic(s) within the practice in conjunction with Therapy Director where applicable, to provide excellent patient care during all operating hours, while maintaining practices’ productivity standards for all lines of business. This includes covering for therapists when necessary to ensure scheduled patients do not need to be rescheduled and/or cancelled.
• Ensures adequate front desk staff is scheduled during all clinic operating hours at home clinic and all practice clinics in conjunction with Therapy Director where applicable.
• Maintains open communication with all direct reports to ensure ongoing patient and staff satisfaction at all practice clinics.
• Trains newly hired therapists and Therapy Site Manager(s) where applicable in clinic operations, patient scheduling, clinical coding, and compliance and TheraOffice documentation at all practice clinics.
• Ensures all rehab aides are trained and complete a proficiency test in accordance with CAO procedures in own clinic and all practice clinics in conjunction with Therapy Site Manager(s) where applicable.
• Recruits, interviews, and hires for all therapy staff positions for home clinic and in conjunction with Therapy Director where applicable and with approval of Practice Administrator.
• Performs performance reviews on staff at home clinic annually, at minimum, and in conjunction with Therapy Director where applicable and with collaboration of Practice Administrator.
• Counsels, disciplines and/or terminates therapy staff in home clinic and in other practice clinics in conjunction with Therapy Director where applicable and in collaboration with Practice Administrator and/or CAO's HR Director.
• Ensures clinic staff meetings are conducted at home clinic and all other practice clinics where applicable, quarterly at minimum, which include written agenda and attendance logs.
• Monitors inventory of office supplies and medical supplies and orders or delegates ordering as appropriate and when necessary, at home clinic and in other practice clinic(s) in conjunction with Therapy Director where applicable. Must obtain approval from Practice Administrator prior to ordering any supply or piece of equipment, which exceeds $1000.
• Assesses and continually monitors all equipment in conjunction at home clinic and other practice clinic(s) with Therapy Director where applicable, to ensure that it is in good working order in all practice clinics and, if not, removes it from use and arranges for repair. Also schedules annual equipment inspection and ensures inspection dates are valid and clearly displayed on each piece of equipment at home clinic and other practice clinic(s) with Therapy Director where applicable.
• Ensures at home clinic and other practice clinic(s) with Therapy Site Manager(s) where applicable, that all therapists in all practice clinics have and maintain valid state licensure in all states where providing treatment.
• Ensures at home clinic and other practice clinic(s) with Therapy Site Manager(s) where applicable, that all therapy staff in all practice clinics maintains valid CPR certification.
• Ensures at home clinic and other practice clinic(s) with Therapy Site Manager(s) where applicable, that all therapy staff complete annual compliance training according to the compliance training schedule.
• Communicates with Practice Administrator to determine whether clinics should modify hours in response to inclement weather, power outages and any other unforeseen situations, which may endanger the safety of patients and/or staff.
• Actively participates in the Therapy team, including but not limited to staff meetings, CAO sponsored events, webinars, in-services, and departmental meetings.
• Works same or similar hours to staff PTs/OTs including some evenings and Saturdays depending on practice operating hours and needs of the therapy clinic.
• Promotes cash-based services at home clinic and other practice clinic(s) with Therapy Site Manager(s) where applicable.
• Runs designated weekly, monthly, and quarterly reports at home clinic and other practice clinic(s) with Therapy Site Manager(s) where applicable and forwards them in a timely manner to CAO Therapy Administrator.
• Responds via phone call or in person meeting within one business day to any patient or employee complaint and/or detractor response on Clinect survey at home clinic and other practice clinic(s) with Therapy Site Manager(s) where applicable.
• Continuously seeks ways to improve overall therapy clinic operations and patient and staff satisfaction at home clinic and other practice clinic(s) with Therapy Site Manager(s) where applicable.
• Communicates with Practice Administrator and/or CAO Therapy Executive Director whenever necessary to keep them informed of any developments, problems, concerns, etc. which occur at home clinic and other practice clinic(s) with Therapy Site Manager(s) where applicable.
• Cultivates relationships with all CAO and non-CAO referring providers to ensure satisfaction with all therapy services at home clinic and other practice clinic(s) with Therapy Site Manager(s) where applicable.
• Responds to CAO Therapy Executive Director and/or division Therapy Director questions, inquiries, emails, etc. within time frame requested.
• Communicates with Practice Administrator and CAO Therapy Executive Director about any new clinics, developments, concerns, problems occurring at their practice.
• Participates in calls with Therapy Director monthly at minimum and forwards required reports monthly.
• Performs other duties as assigned.

Required Education & Experience

• A degree from an accredited Physical/Occupational Therapy program. 
• State licensure as a Physical/Occupational Therapist in the state where he/she will be practicing.
• Minimum of five years clinical experience.
• CPR for Healthcare Providers certification.
• Experience and proficiency working with computers and electronic medical records.

Competencies/Required Skills & Abilities

• Strong Interpersonal Skills - Ability to develop relationships and collaborate in a decentralized organization.
• Demonstrated ability to organize, prioritize, and manage multiple tasks in a dynamic environment with a proven track record of results.
• Strong oral and written communication skills with excellent self-discipline and patience.
• Required to be proficient in Windows based office technologies (e.g., Word, Excel).
• Thorough knowledge of CPT & ICD-10 coding procedures.
• Thorough knowledge of Medicare and third-party billing.
• Thorough knowledge of Workers Compensation insurance and its unique features and requirements.
• Able to work independently.
• Exudes professionalism in presentation.
• Must be able to read, write, speak, understand, and communicate in the English language.

Physical Demands

• Must be able to sit for long periods of time and lift up to 50 pounds.
• Must be able to use appropriate body mechanics when making necessary transfers and helping patients with exercises.
• Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting, and sitting.
• Some heavy lifting, pushing, and pulling exerted regularly throughout a standard work shift.
• Adequate hearing to perform duties in person and over telephone.
• Requires hand-eye coordination and manual dexterity needed to operate a keyboard, medical equipment, fax machine, scanner, photocopier, and telephone. 
• Must be able to communicate clearly to patients in person and over the telephone.
• Visual acuity adequate to perform job duties, including reading materials from printed sources and computer screens.
• Requires exposure to communicable diseases, bodily fluids, medicinal preparations, and other conditions common to a clinical environment.