Patient Service Coordinator | Back Bay Rehab

Patient Service Coordinator | Back Bay Rehab

Under the immediate supervision of the Director of Rehabilitation and Diagnostic Services, is responsible for continuously representing the office in a professional, friendly and respectful manner. The Patient Service Coordinator helps the facilitation of the patient's progress through the appointment process while always maintaining patient confidentiality.

Registering and Scheduling Patients:

Schedules all outpatients for appointments keeping in mind the needs of the patients while understanding of therapists specialties and set schedule.

Notes all Cancellations and no shows in scheduling software and informs concerned therapist in a timely fashion with reasons for cancellation. Work with the patient to ensure that the patient can get in another appointment that week to follow the frequency in the treatment plan

When registering a patient, ensure that all appropriate fields are filled out to ensure proper data being entered into the system. Verify with the patient that the appropriate data is entered

Consistently follows departmental policies and procedures

Completes all medical records documentation and demographics appropriately and in a timely manner in accordance with department/facility policies

Clerical:

Performs all clerical duties and tasks assigned efficiently and effectively

Carries out all Fiscal and medical record data collection and coordination in preparation to submit to appropriate departments including billing and finance

Auditing of charges from the therapist on a daily basisif errors occur bring to the therapists attention same day for editing

Complete Accounting and Reconciling spreadsheets at the end of the day of all monies, appropriately. If errors exist bring to the attention of the Director. Fill out the proper paperwork and send over to finance in a secure manner via IOM

Take proper and complete messages for all staff and convey in a timely manner

Checks voicemail regularly throughout the workday and returns calls in a timely manner

Checks both personal work and Back Bay facility email regularly throughout the day. Follow up with staff to ensure emails are answered in a timely manner

Quality/Customer Service:

Greets all patients, community and staff with a friendly smile in an open posture addressing by name as able. Notify Therapists of their patient's arrival

Make all visitors to Back Bay feel welcomed and appreciated they came. Offering assistance as needed to help fill out their paperwork in a private area

Scanning the lobby area on a regular basis to ensure that all patients and visitors are accounted for and update as needed to inform them of delays. Follow up with Therapist when noted delay

Completes any data collection as assigned to assist with Quality measures and control

Answers questions appropriately, and professionally and if not known follows up appropriately and in a timely manner

May travel to other Huggins Hospital sites as requested

Mind Body Wellness Programs:

Ensuring adequate notice to patients and members of upcoming membership dues, events, closures, sales etc.

Ensure that all wellness members fill out the appropriate membership paperwork

If member is in violation of any of the membership and safety agreements the member will be notified and will be reported to the Director

Assists in the day to day pool operations to ensure proper testing according to regulations

Processes payments for memberships, classes, massages and gift certificates

Completes the accounting and reconciling at the end of the day of all monies appropriately

Generates reports for sales and attendance as requested

Organizational Expectations:

Attendance: Attendance is an essential job function; employee comes to work daily, on time, and completes scheduled shift

HIPAA: facilitates to maintain patient confidentiality

Internal communication: contributes to positive team performance and a culture of service excellence through effective communication, active listening, and respect

Interpersonal relationships: maintains appropriate interpersonal relationships with staff, patients, and visitors at all times. Works as a team member with other departments.

Safety: Practices workplace safety daily

Employee Engagement:

Actively participates in all hospital Service Excellence initiatives and trainings

Attends and participates in a minimum of 50% department staff meetings and signs off on review of 100% department staff meeting minutes

Completes all required annual education on or before the due date

Knowledge Skills and Abilities:

Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that they can perform the primary functions of the job, with or without a reasonable accommodation, using some combination of skills and abilities and possess the necessary physical requirements, with or without a reasonable accommodation, to safely perform the essential functions of the job.

Minimal physical effort required with occasional light lifting to a maximum of 25 pounds; stooping; and pick, pinch, type, or otherwise work primarily with fingers

Ability to effectively manage considerable mental stress

Ability to express or exchange ideas by means of the spoken word

Ability to receive detailed information through oral communication

Ability to communicate effectively with co-workers and convey information in a clear, concise and accurate manner

Familiarity with computer and other business machines

Qualifications:

Excellent interpersonal communication skills, computer skills, detail oriented Medical office experience is preferred

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.