Secretary/Scheduler, Physical Therapy (Outpatient)

Purpose of Position

Register, pre-certify, and schedule all patients for rehabilitation services and provide clerical/secretarial support for the Outpatient Rehabilitation Services Department.

Responsibilities

• Answers the phone in a timely, polite, and professional manner, preferably in three rings or less.
• Responds to telephone inquiries for information or appointments, and takes necessary messages.
• Receives telephone and in-person referrals for therapy services; records necessary demographic information.
• Greets and promptly acknowledges patients’ presence in the waiting room.
• Checks in new patients, giving patients the appropriate paperwork to complete, photocopies patient's insurance cards, and ensures physician order and insurance authorization is present and valid.
• Explains to patients any financial responsibility and has patient sign financial liability waiver if insurance authorization has not been confirmed.
• Obtains prior approvals and pre-certifications from third party payors for therapy services; documents approval numbers in medical record.
• Schedules initial appointment and ongoing series of treatment appointments for therapy services; pre-registers patient and inputs data into database.
• Prints necessary forms and labels for medical chart, assembles chart and places labels on each page.
• Sorts and opens mail, and distributes to appropriate staff mailboxes, including delivery of correspondence and recertification forms to physicians.
• Copies and processes all medical record requests from insurance companies and attorney’s offices.
• Collects patient co-payments and prepares deposit for courier to pick up.
• Maintains and files medical records and/or reports in proper format and makes available patient records and other materials for treatment, audit, study, or billing procedures.
• Regularly updates knowledge of third party payor regulations.
• Registers patient accounts daily.
• Processes cancellations and no show appointments, and notifies therapist of change in schedule.
• Re-schedules patient appointments and extends patient schedules as necessary.
• Confirms Out Of Area Provider information; including full name, address, phone, fax, and NPI number and enters information into database upon registration as well as files medical record.
• Re-registers all ongoing patients on the first of the month after auto-discharge for all patients occurs at the end of the month.
• Discharges patients in registration upon patient's completion of services.
• Edit therapists' schedules as needed to include time off, sick time, vacation, in-service and meeting time.
• Calls patients to reschedule appointments when therapist is out, and makes edits in computerized schedule.
• Maintains efficient flow of daily patient schedule and front office operations.
• Maintains adequate levels of office and break room supply materials as needed.
• Affords assistance in the processing of purchase orders.
• Communicates clearly and tactfully with patients and their families, maintaining confidentiality at all times.
• Attends departmental meetings as required.
• Performs other work related duties as assigned or requested.

Qualifications

• Ability to read, write and communicate in English.
• High school graduate or GED.
• Two years recent experience (within the past 3 years) in a medical or rehab office, clinic, or comparable hospital experience.
• One year recent experience (within the past 3 years) working with third party payors including referrals.
• Successful passage of basic medical terminology course OR successful passage of the CCH Medical Terminology exam.
• Demonstrated computer keyboarding skills.

Schedule Details

40 Hours Per Week, Rotating Shifts, Mon-Fri, 7a-3p, 8a-4p, or 9a-5p, No Weekends or Holidays

Organization

Cape Cod Hospital

Primary Location

Massachusetts-Orleans

Department

CCH-Physical Therapy - OP Orle

Annual/Hourly

Hourly

Hiring Pay Range

20.94 - 34.39