Julie Cotterell
Centralia Physical Therapy
Tumwater,WA
15
years of professional experience
Experienced operations leader with a background in multi-site clinic management, EMR optimization, financial administration, and staff training. Known for improving workflow consistency, supporting patient engagement, and driving team performance across complex administrative settings.
Work History
Front Office Operations Manager
2 Years 7 Months- Manages front office operations for five Physical Therapy Clinics spanning 53 miles and three counties: Tumwater Valley Physical Therapy, Grand Mound Physical Therapy, Centralia Physical Therapy, Chehalis Physical Therapy and Castle Rock Physical Therapy.
- Supervises 13 full-time and 2 part-time Front Office Coordinator staff, and 2 Insurance Verifier staff.
- Reviews and updates front office and insurance verifier policies and workflows to enhance departmental coordination and uphold a high-quality patient experience.
- Responsible for ensuring operational consistency and standardized processes throughout the 5 clinics.
- Monitors updates and new tools from the company’s Electronic Medical Record system, Prompt, and implements changes to improve clinic function.
- Prepares, analyzes, and distributes reports to Leadership, guiding company policy and procedural decisions.
- On the Leadership Committee; contributes to strategic planning initiatives.
Administrative Coordinator
2 Years 9 Months- Optimized physical therapy patient pipeline by coordinating referrals, contacting and scheduling clients, and managing a tracking system alongside front office supervisors.
- Administered payroll and retirement accounts, processing 401(k) contributions, maintaining accurate TRP rosters, and correcting timesheet discrepancies in QB Time.
- Led staff scheduling operations across QB Time and Google Calendar, managing PTO requests, adjusting shifting practitioner timetables, and coordinating annual employee reviews.
- Managed comprehensive banking and bookkeeping operations using QuickBooks, including expense categorization, account reconciliation, personal property tracking, and timely invoice, insurance, and patient refund processing.
- Calculated and filed complex financial liabilities, ensuring 100% compliance with state B&O tax and federal 941 tax regulations.
- Headed full-cycle medical billing procedures, posting insurance payments, scanning batches, executing Quick Remit payments, and organizing medical records for claim compliance.
- Spearheaded operational projects, developing and implementing a late cancellation policy and creating integrated digital calendar infrastructure to streamline staff scheduling.
- Partnered with company owners in weekly strategy meetings to align administrative workflows with long-term growth objectives, enhancing overall operational effectiveness.
Student Services Director
4 Years 5 Months- Provided effective leadership to eleven programs/departments: Admissions, Registration, Rural & Native
Student Services, Residence Life, Records and Degree Certification, Financial Aid, Recruitment, Student Health Clinic, Campus Safety, and the Campus Services Front Desk/Administrative Assistant. - Directly supervised nine employees. Provided training, facilitated and encouraged professional development opportunities and conducted yearly evaluations.
- Served on search committees for open positions within the college as requested; chaired searches for positions within Student Services when vacancies arose.
- Managed eight campus budget accounts, overseeing allocation of approximately $1.5M to support student services and programs.
- Provided communication, both written and verbal, regarding various university policies and procedures to the KPC community.
- Supervised the creation of marketing materials for Student Services programs and resources.
- Prepared and analyzed statistical and demographic data for enrollment management, student success, and budgetary planning.
- Assisted with strategic planning, development and implementation of concurrent enrollment programs for Kenai Peninsula Borough School District students.
- Committed to supporting a diverse population of students and colleagues and advancing a campus culture of equity and inclusion.
- Acted as the Title IX liaison for KPC.
- Chaired the KPC Behavioral Intervention Team (BIT), at times acting as case manager to students in need of intervention. Ensured that information for all BIT cases was appropriately documented.
- Supervised Graduation Committee staff who coordinated the annual commencement ceremony. Had a speaking role in the ceremony and attended Graduation Committee planning/debriefing meetings.
- Co-Chair of the campus Recruitment Committee. Supervised recruitment efforts, including outreach to local high school students, collaboration with community partners, and attendance at recruitment events around the state.
- Supervised the Admissions, Registration and Records staff, ensuring that programs follow appropriate university, state and federal policy and procedures.
Admissions & Student Records Coordinator
3 Years 6 Months- Acted as KPC Registrar.
- Processed all admissions applications and documents.
- Ensured the security and integrity of all KPC student records and processes from program admissions through graduation.
- Responsible for disseminating information regarding admissions, registration and student record policies to the KPC campus community.
- FERPA point of contact for KPC.
- Collaborated with KPC faculty and staff on scheduling courses; attended campus course scheduling and course cancellation meetings each semester.
- Provided direct supervision to the KPC Enrollment Specialist position.
- Responsible for disseminating information regarding admissions, registration and student record policies to the KPC campus community.
- Acted as lead on effective implementation of policy change within admissions, registration and student records.
- Created special reports as requested by faculty and administration to aid in recruitment, advising, retention and college planning.
- Interacted with academic departments regarding students, curriculum, degree information, academic information and deadlines.
- Served as a voting member on KPC’s Academic Review Committee. Provided input on new curriculum and curriculum changes.
- Ensured quality of work and executed performance evaluations for the Enrollment Specialist on an annual basis.
- Conducted degree audits and certified graduates each semester, ensuring compliance with academic standards.
- Advised and assisted faculty and students in preparation of necessary paperwork for admissions, registration, graduation, academic petitions, transfer evaluations, credit-by-exams, etc.
- Responsible for workflow processes of indexed documents in OnBase and maintained paper documents for required retention periods; disposed of documents appropriately.
- Represented KPC on various work teams and committees at the local and statewide level.
Academic Advisor
1 Year 10 Months- Academic Advisor for students pursuing a major in Mathematics, Liberal Studies, Anthropology, Environment & Society, Political Science, Psychology and Sociology. Trained as back-up advisor for other CAS majors.
- Provided information to students via walk-in and scheduled appointments, group advising sessions, email and over the phone.
- Assisted students with admissions, course placement, registration, understanding degree requirements, academic difficulty, applying for graduation, etc…
- Worked closely with academic departments on student issues.
- Remained up to date on various university policies and procedures, and effectively communicated the information to students, staff and faculty.
- Maintained confidential student files and a detailed record of all student appointments.
- Daily use of Banner, OnBase, Degreeworks, and UAOnline.
- Revised and supplemented folders used by all CAS advisors to give to freshmen during group advising sessions.
- Participated in regular CAS and advising meetings; worked with other CAS advisors on creating and implementing a cohesive advising program for all CAS majors.
- Referred students to appropriate university resources as necessary.
- Participated in various university functions, such as career days and major fairs.
- Developed material and presented at group sessions of new CAS students during New Student Orientation.
- Assisted students with paperwork and creating a degree plan for SAP Financial Aid appeals.
- Participated in university-wide Professional Advisors Committee meetings and training.
Education
Master of Public Administration - Public Administration
Bachelor of Arts - English
Skills
Electronic Medical Records
Financial management
Operational consistency
Staff training
Patient engagement strategies
Marketing coordination
Meeting facilitation
Industry expertise
Timeline
Front Office Operations Manager
Centralia Physical Therapy
03.2024 - CurrentRead More
Administrative Coordinator
Centralia Physical Therapy
06.2021 - 03.2024Read More
Student Services Director
Kenai Peninsula College
12.2016 - 05.2021Read More
Admissions & Student Records Coordinator
Kenai Peninsula College
06.2013 - 12.2016Read More
Academic Advisor
University of Alaska Anchorage
08.2011 - 06.2013Read More
University of Alaska
Master of Public Administration from Public Administration
Read More
University of Alaska Anchorage
Bachelor of Arts from English
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