Clinic Support Specialist

Job Description

Job Description

Clinic Support Specialist (CSS)

Provide administrative support to Speech-Language Pathology (SLP)/Occupational Therapy (OT)/ Physical Therapy (PT)/Leadership and Administrative Staff

Position Duties include but are not limited to:

Scheduling

·       Coordinates scheduling of client appointments; maintains client availability and attendance record

·       Coordinates incoming evaluations by securing all needed information prior to appointment taking place

·       Notifies appropriate therapist of any client cancellations; rescheduling cancelled appointments to positively impact center productivity

·       Assist with coordinating meetings for staff, parents, and administration, as well as planning center events

Communications and Paperwork

·       Manages new client paperwork

·       Obtain and maintain prescriptions and referrals from doctor’s offices and Supports Coordinators

·       Obtain and update paperwork and documentation for all clients

·       Provide timely, professional communication via phone, email, text with clients, parents, and staff

·       Processes, sorts and routes incoming/outgoing mail, email and faxes

·       Responsible for inputting data, uploading/sending documents and tracking information in Electronic Medical Records (EMR) System.

·       Perform frequent audits of data to ensure accurate input in to EMR

Billing/Authorizations

·       Secure/maintain authorizations of services by communicating with Case Managers and/or insurance companies

·       Accepting payments & inputting information into the EMR system

·       Work closely with Billing Department to ensure all services have appropriate authorization

Client Service/Clinic Support

• Greets all incoming guests in a professional manner
• Answers door quickly and efficiently
• Follow Health and Wellness guidelines/completes screenings of all clients before retrieving client from parent
• Fosters positive relationships with clients, families, and employees
• Assists clinic as needed with parents late for pick-up, i.e., staying with the client and calling family members
• Monitors inventory, checks in deliveries, and confirms correct distribution of orders
• Performs other administrative duties as assigned including but not limited to filing, sorting, updating records, data entry and competitive research.
• Maintains a safe and clean environment by organizing and sanitizing equipment following all safety standards
• Assists therapists with therapy related activities including preparation of materials, cleaning, client and parent support as instructed.
• Other tasks as assigned by the Regional Operations Manager, Administrative Office and/or SLP, OT, PT staff  

Reports to: Regional Operations Manager

Qualifications:

·       Preferred 1-3 years of relevant experience, i.e.: office management, experience with children, &/or children with disabilities

·       Outstanding organizational skills

·       Ability to work with children, parents and/or people with disabilities helpful

·       Ability to manage time effectively and prioritize tasks appropriately with strong attention to detail

·       Excellent communication and interpersonal skills

·       Committed to providing exceptional customer service

·       Quick study and eager to learn

·       Demonstrate a self-initiative spirit

·       Proficient computer skills and able to operate general office equipment (printer, fax etc.) required

·       CPR certification required

·       Proficiency in Microsoft Office 365 required

·       Preferred Experience with Raintree EMR or similar programs