Physical Therapy Front Office Coordinator

Physical Therapy Front Office Coordinator

Washington D.C. - K Street

Hours: 4 Day Work Week - Monday - Thursday (Full-Time) Pay: $22.50/hr Free Parking at All 7 Office Locations! Benefits:

• Health/Dental/Vision Insurance
• FSA
• HSA
• Life Insurance
• 401K Contributions
• Disability Insurance
• Paid Time Off
• Every Friday off
• Tuition Assistance
• Free Parking
• Paid Maternity and Paternity Leave
• STD/LTD/ADD Insurance (short-term disability, long-term disability and accidental death and dismemberment insurance)

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:

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

1. Maintains the appointment schedule and follows office scheduling policies.
2. Maintains the referral and wait lists.
3. Follows-up on no-show patient appointments.
4. Assesses clinic needs and orders supplies and equipment.
5. Sends out new patient packets to newly scheduled patients or directs them to company website to print.
6. Enters new patient demographics and medical history in the computer system.
7. Duplicates forms that are used in the reception and clinical areas.
8. Screens visitors and responds to routine requests for information.
9. Maintains work and reception area in a neat and orderly manner.
10. Attends meetings as required and participates in committees as requested.
11. Washing, drying and folding laundry, such as towels and pillow cases.
12. Performs related work as required.
13. 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.
14. Keeps a total of all the fee tickets for the day on a daily log.
15. Delivers or sends deposit to the business office at the end of the day.
16. Follows-up on "no-shows" and cancellations and re-schedules appointments.
17. Straightens and maintains waiting room area (i.e: magazines, information sheets).
18. Checks incoming mail; stamps and sends outgoing mail.
19. Completes inquiries and demands secondary claims.
20. Delivers copied initial evaluations and discharge evaluations to doctors as needed.
21. Works with other support staff (rehabilitation aides) to ensure that all administrative tasks are completed within a timely fashion.
22. Scans information into patient's electronic chart within 48 hours
23. Maintains HIPAA guidelines, including patient confidentiality, minimum necessary disclosure, and all Federal and insurance policies and guidelines.
24. Bring patients back after check-in for therapy.
25. Assist patients with their therapeutic exercises.
26. Break down and clean workstation.
27. Supervise patients and manage patient flow throughout the clinic.
28. Creates productivity number grids to hand to therapists on each Monday

33. Other Duties as Assigned: The assignment of duties to employees is not limited to the content of this job description. Other tasks and assignments may be related to the work usually assigned to the employee, but in some circumstances may be completely unrelated.

• 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

• Yearly Duties

• Perform internal audits of policies and practices as directed by the Director of Rehabilitation, or the Executive Director of Rehabilitation

Performance Requirements:

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.
10. Skill in establishing and maintaining effective working relationships with patients, other staff and the public.

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 employee to carry out his/her job (carry out TPO) in a manner that best serves our patients, the employee