Office Coordinator - Rehab Med - Physical Therapy

Overview

Responsibilities

• Answers the phone taking clear messages, transcribing them into patient's charts, and routing the encounter to the proper team member.
• Provides assistance, guidance, and direction to all visitors and callers.
• Schedules and cancels appointments for patients, following practice protocol.
• Maintains the schedule in such a way that allows efficient and effective use of clinical staff availability while allowing the greatest patient access to care.
• Schedules new evaluations while considering the availability of follow-up care appointments.
• Maintain and utilizes wait lists to properly identify and schedule patients who are seeking clinical appointments at alternate times than originally scheduled.
• Updates patient demographic and insurance information when appropriate, directing patient to Central Registration for more complex changes.
• Answers routine billing questions, seeking assistance as necessary, in order to address all inquiries in an accurate and timely manner.
• Ensures payments at time of service, as appropriate, and issues receipts, maintains a balanced cash drawer with deposits turned in daily.
• Maintains the knowledge and skills to accurately verify patient's insurance information.
• Completes insurance pre-certification and documents appropriately in EPIC when necessary.
• Maintains the knowledge and skills to complete accurate insurance authorizations for initial evaluations and/or follow-up visits as required for third party insurance carriers.
• Acts as a liaison between patient and provider to ensure specialty referrals reach the correct specialty trained clinical staff member.  Communicates with families, patients, and ancillary services with professional courtesy and accuracy.
• Types meeting minutes and creates forms, as requested.
• Works as part of the office team to ensure maintenance of patient records.
• Performs other related clerical duties as assigned.

Clinical Operations Support

• Ensures patients receive appropriate informational paperwork as requested by the provider.  Ensures patients are given appropriate questionnaires and/or other paperwork as directed by provider.
• Ensures smooth patient flow by notifying the appropriate care provider of patient arrival through arriving the patient in the scheduling system in a timely manner.
• Assists in the orientation  of new staff.
• Attends mandatory and continuing education classes, as appropriate.
• Attends office staff meetings.

System Support and Maintenance

• Performs ordering of clinical and clerical supplies through the appropriate electronic systems.
• Initiates work order requests for issues relating to facility maintenance.
• Initiates requests for Information System issues through the DHSM system.
• Trouble shoots computer and telephone problems.
• Will maintain the ability and skills to occasionally cross-cover office support in  alternate clinical locations as needed for planned and/or unplanned staff time off.
• Assists with maintaining planned clinical equipment cleaning and mandated temperature check logs.

Professional Development

• Completes NLH orientation programs, to include orientation checklist, competency skill checklists, and mandatory education/certification programs.  Submits documentation to HR for permanent file.
• Completes EPIC Training.
• Enhances professional growth through participation in educational programs and workshops.
• Maintains professional competence through mandatory licensure and certification programs.
• Serves on project teams/task forces as requested.

Qualifications

• High School diploma or equivalent
• One year experience as a receptionist, preferably in a medical office setting

Required Licensure/Certifications