Office Coordinator - Rehab Med, Physical Therapy

Overview

Provide the customer service function of the practice, by greeting, assisting, directing, and scheduling patients by phone and in person, and perform the general clerical functions of the practice.

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

REQUIRED CERTIFICATIONS: • (BLS) Basic Life Support within 30 days