Physicial Therapy Office Coordinator

Job Description

Job Description

Coffee Regional Medical Center

Physical Therapy Office Coordinator

POSITION SUMMARY

The Supervisor of the Rehabilitation Services Department is responsible for the supervision of all departmental staff, department needs, address complaints, resolve problems, provide education and training for new systems and processes, applicant review, participate in interviews and job offers, mentoring, coaching and discipline/reprimands/corrective action in collaboration with the Director to the Rehabilitation Services Department. The supervisor will oversee scheduling of staff and patients, precert for insurance approvals, complete and accurate documentation to support charges documentation in all areas and billing of charges, and discharges being completed in a timely manner.

Involving other health care team members as necessary. The supervisor will work in collaboration of other health care teams and demonstrate respectful interactions with patients/clients, colleagues, and other. Practice incorporates and emphasizes education to patients, clients, families, and others.

The supervisor works with a wide variety of internal and external constituents, including (but not limited to) team members, physicians, staff throughout Coffee Regional Medical Center (including but not limited to CRHPP) continuum, patients, families, vendors, community agencies, and insurance representatives. She/he serves as an active member on relevant program, department, and other committees across the care continuum, including other clinical departments at Coffee Regional Medical Center.

OVERVIEW

A. The evaluation is to assure individual performance, departmental goals and organizational goals are aligned. It is designed to support communication between the manager and the employee. Employee perception of their own performance is very important. To maximize the benefit of this process, both the manager and the employee participate in the evaluation process.

QUALIFICATIONS

B. Knowledge, Skills and Abilities

• Excellent customer service skills.

• Reads and understands the English language.

• Ability to think critically and analytically with little or no supervision

• Ability to work effectively in situations of high stress and conflict and communicate goals and outcomes.

• Ability to process information and prioritize

• Possesses exceptional verbal and written communication skills

• Possesses independent work habits, is self-reliant and self-directed

• Ability to learn, adapt, and change as required by the job functions

• Ability to maintain absolute confidentiality of material and information accessed and reviewed

• Basic computer literacy

• Ability to move freely, reach, bend, and complete light lifting

• Ability to use good body mechanics while performing daily job functions and ability to follow specific OSHA guidelines

• Ability to maintain attendance to meet standard job practices

C. Education

Two (2) or more years of experience as a supervisor in a healthcare related field

Bachelor’s Degree in business administration or Health Care Management required

D. Licensure

• None required

E. Experience

Business and Office Certification and/or previous experience

Bilingual

Certified Coding/Billing preferred

Master’s Degree in Business Administration (leadership or healthcare) preferred

• Computer training.

F. Interpersonal skills

G. Essential technical/motor skills

H. Essential physical requirements

• Medium: Exert 30 – 50 lb. of force occasionally and/or up to 15 lb. of force frequently - >75%

I. Essential mental requirements

J. Essential sensory requirements

K. Other

• Must be willing to work under direction and take instructions and corrections, ability to reason, remember names, remember details of instruction, must be alert, adaptable, and flexible.

• Basic clerical and accounting skills

L. Equipment used

JOB SPECIFIC DUTIES

•

Review daily documentation provided by treating therapists for completion and accurate documentation for outpatient clinic patients

• Create charge tickets outpatient clinic patients based on the documentation provided by the treating therapists and following the 8-minute rule

• Audit to ensure complete and accurate chart format and documentation requirements of the initial evaluations and supporting documentation (pain chart, functional screen, CTIB, Fall Screen and daily note), scan to electronic medical record and assign electronic deficiencies in the electronic medical record system or fax to the referring physician for signature.

• Audit to ensure complete and accurate chart format and documentation requirements of the updates/recertification and supporting documentation (pain chart, functional screen, CTIB, Fall Screen and daily note), and all daily notes between the initial evaluation and update/recertification and scan into the electronic medical record that is provided for the outpatient clinic as provided by the treating therapists and assign electronic deficiencies and/or fax out to the referring physician for signature

• Review exit sheets in the outpatient clinic charts for precert needs and for update/recertification due dates

• Review outpatient clinic charts with the Scheduling Specialist for update/recertifications to be scheduled with the appropriate therapist

• Provide patient charts for the outpatient clinic to the Insurance and Precert Specialist once the scanning/faxing is complete if prior authorization or additional authorization is required for continued treatment

• Prepare discharge summaries and CQIs for outpatient clinic charts, discharge patients in the medical record system, document on the outside of the chart that it has been discharged in the system, hand chart off to the appropriate therapist for completion and signature. Audit completed discharges back and scan those into the electronic medical record and assign electronic deficiencies, and file charts in the discharged chart area. Process CQI data for month end reporting

• Call referring provider, outside testing location, patient placement facilities, and/or family members upon therapist request additional test results, operative notes, protocols, etc.

• At month end create new therapy record white cards and flip the chart for the upcoming month

• Respond to emails and phone cards regarding request from other departments and/or administration in reference to patients and/or employees

• Package discharged charts from the previous year, appropriately label the storage boxes, put in a work order for maintenance to remove the boxes from the outpatient clinic and take to storage

• Review and implementing billing and precert changes as necessary when information is provided from the payer source or from Patient Access and/or Patient Financial Services

• Send requisition request to the Pharmacy for supplies as well as the requisition charge request for patient charges for pharmacy items in the outpatient clinic

• Process FCE and IR request, obtain all medical records from various sources in relation to the FCE and/or IR, obtain authorization from the payer source, provide all documentation to the treating therapist and ask for scheduling dates and times, contact the patient to schedule the appointment(s), and mail appointment details letter to the patient, attorney and insurance adjuster.

• Type the final report (FCE/IR) provided from the treating therapist, return the typed report to the treating therapist for approval and signature. Fax the final reports to the referring physician for review and signature.

• Submit late charge/late credit request and request to have charges moved from one account to another if appropriate based on policies to Patient Financial Services

• Submit work orders to Engineering based on department needs

• Work with the IT on needs for the department and to resolve system related issues

• Have clear and open communication with the treating therapists regarding patient care and scheduling to ensure proper patient care and customer satisfaction

• Acts as a backup for the outpatient clinic daily chart audits and charge verification in the absence of that person

• Assist with scheduling and answering of phones during the absence of the scheduling specialist and/or the insurance and precert specialist or at high patient volume times

• Ensure that all licensed staff complete their annual orientation and competency as well as their continuing education required for license renewal, and CRMC required annual on-line education. Submit all necessary documentation to Human Resources

• Create new forms as necessary and implement the use of such forms

• Submit incident reports through Sympler

• Maintain a clean and organized work area

• Demonstrates an ability to establish and maintain effective interpersonal skills with hospital staff, visitors, patients, and their families. All communication, verbal and written, reflects a commitment to customer service and excellence. Maintains open communication including, but not limited to, community facilities, academic programs, and reimbursement agencies.

• Participate in educational staff performance improvement in-services, assists with orientation and in-service training, for all department staff, and participate in guidance and educational programs

• Act as a back up to the Data Entry and Statistical Reporting Specialist in his/her absence, month end, and daily as needed

• Assist the Scheduling Specialist and the Insurance and Precert Specialist during absences and high patient volume times

• Other duties as assigned by the department Director