Physical Therapy Front Office Coordinator
Job Description
JOB TITLE: PHYSICAL THERAPY FRONT OFFICE COORDINATOR/TECHNICIAN
4 Day Work Week, Free Parking
COVID VACCINATION REQUIRED
GENERAL SUMMARY OF DUTIES:
Performs administrative duties and office maintenance tasks including scheduling appointments, verifying insurance information, verifying active insurance, obtaining pre-authorizations, co-payments, co-insurances and deductible amounts, mailing, and data entry.
Prepares patients and equipment for treatment as directed by the physical therapists/physical therapist assistants and in accordance with department standards and the State of Maryland Board of Physical Therapy Examiners or the DC Board of Physical Therapy.
SUPERVISION RECEIVED: Reports directly to the Director of Rehabilitation
SUPERVISION EXERCISED: None
TYPICAL PHYSICAL DEMANDS:
Work may require sitting for long periods of time. There is occasional stooping, bending and stretching for files and supplies and occasional lifting of files or paper weighing up to 50 pounds. Requires eye-hand coordination and manual dexterity to operate a computer keyboard, telephone, copier, fax machine, calculator and postage meter. Vision must be within normal limits and hearing must be in the normal range for telephone work. Must be able to problem solve. Must be able to perform multiple tasks at one time as well as handle interruptions. Computer work comprises part of the day. Must be able to function well in a fast-paced and busy environment. Appropriate dress for office setting is required.
TYPICAL WORKING CONDITIONS:
Work is performed in the business / reception area of clinical office space, and the patient volume and office pace can be varied. Frequent interaction with patients, their families or caregivers, insurance companies, physicians, and vendors is typical. Exposure to diseases and other conditions common in a clinic environment.
EXAMPLES OF DUTIES: (this list may not include all of the duties assigned)
1. Answers telephone, screens calls, records messages and provides information in a timely fashion.
2. Greets patients and visitors in a prompt, courteous, and helpful manner.
3. Checks in patients, prints fee tickets as needed, verifies and updates necessary information in the medical record as well as collecting the appropriate co-pay, deductible or balance, completes transaction log.
4. Assists or directs patients with ambulatory difficulties to an appropriate staff member.
EXAMPLES OF DUTIES: CONTINUED
5. Maintains the appointment schedule and follows office scheduling policies.
6. Maintains the referral and wait lists.
7. Follows-up on no-show patient appointments.
8. Assesses clinic needs and orders supplies and equipment.
9. Sends out new patient packets to newly scheduled patients or directs them to company website to print.
Enters new patient demographics and medical history in the computer system.
Duplicates forms that are used in the reception and clinical areas.
Screens visitors and responds to routine requests for information.
Maintains work and reception area in a neat and orderly manner.
Attends meetings as required and participates in committees as requested.
Washing, drying and folding laundry, such as towels and pillow cases.
Performs related work as required.
Provides new patient with new patient forms package including registration demographic, welcome letter, financial policy, pain questionnaire, internet form, Medicare letter (if necessary), authorization to leave messages form, and HIPAA forms.
Keeps a total of all the fee tickets for the day on a daily log.
Delivers or sends deposit to the business office at the end of the day.
Follows-up on “no-shows” and cancellations and re-schedules appointments.
Straightens and maintains waiting room area (i.e: magazines, information sheets).
Checks incoming mail; stamps and sends outgoing mail.
Completes inquiries and demands secondary claims.
Delivers copied initial evaluations and discharge evaluations to doctors as needed.
Works with other support staff (rehabilitation aides) to ensure that all administrative tasks are completed within a timely fashion.
Scans information into patient’s electronic chart within 48 hours
Maintains HIPAA guidelines, including patient confidentiality, minimum necessary disclosure, and all Federal and insurance policies and guidelines.
Bring patients back after check-in for therapy.
Assist patients with their therapeutic exercises.
Break down and clean workstation.
Supervise patients and manage patient flow throughout the clinic.
Creates productivity number grids to hand to therapists on each Monday
§ WEEKLY DUTIES
1. Order supplies
2. Clean and disinfect the entire clinic and all equipment.
§ MONTHLY DUTIES
1. Clean the hydrocollator.
2. Other duties/projects as assigned by the Director/Assistant Director of Rehabilitation
3. Purge old/discharge charts and return them to the individual therapists’ inboxes
EXAMPLES OF DUTIES: CONTINUED
§ YEARLY DUTIES
PERFORMANCE REQUIREMENTS:
Knowledge, Skills and Abilities
1. Clear written and oral communication skills.
2. Ability to examine documents for accuracy and completeness.
3. Ability to work effectively with patients and co-workers.
4. Basic computer knowledge and skills.
5. Knowledge of patient insurance verification procedures.
6. Knowledge of the State of Maryland PT Aide regulations (Title 10.38.04) defining the role of the PT Aide and the Guidelines Summary for PT Aides (DC regulations when appropriate – Title 17.67.12).
7. Knowledge of basic medical terminology
8. Knowledge of medical equipment and instruments
9. Knowledge of common safety hazards and precautions to establish a safe work environment.
COMPLIANCE:
1. Follows compliance requirements mandated by HFCA, Medicare and all other ARA contracted carriers. This should include a working knowledge of how others are accountable within the practice as well.
2. Knowledge of financial and coding practices necessary to ensure the accurate submission of charges for services rendered in accordance with all federal, state and local regulations.
3. Knowledge of all applicable regulations regarding collection activities.
4. Follows guidelines for maintaining patient confidentiality.
5. Demonstrates a strong commitment to honest and responsible corporate conduct.
6. Identifies, reports and/or prevents any fraudulent or unethical behavior.
7. Initiates notification to management if inappropriate behavior is observed within the organization.
HIPAA-MINIMUM NECESSARY ACCESS TO PHI
The responsibilities associated with this position allow access to the computer “role” of Clinical Receptionist only.
We are committed to enforcing MINIMUM NECESSARY ACCESS to our patients’ PHI by limiting the uses and disclosures of this information within our practice. In order for this
HIPAA-MINIMUM NECESSARY ACCESS TO PHI – CONTINUED
employee to carry out his/her job (carry out TPO) in a manner that best serves our patients, the employee needs access to aforementioned computer “role”. Role descriptions are explicitly defined in our HIPAA manual. Access to computer information is password protected. Upon termination of an employee, his/her password will be deleted from the system.
EDUCATION
High School Diploma or GED.
EXPERIENCE
Experience is preferred, but on the job training available.
DISCLAIMER:
The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job. It is intended to be an accurate reflection of the general nature and level of the job.