Department Assistant - Physical Therapy

Summary:

Performs various secretarial duties, which include answering phones, ordering supplies, typing and filing, and maintaining department/patient files. In addition, includes independent preparation of statistical reports, inputting charges, and assists manager as required. Assists with the insurance verification process, schedules patients on a daily basis, and interacts with physicians’ offices, which allows for daily operations. Is vital to the effectiveness of daily operations and delivery of care. Manages caseloads of all therapists, consisting of PT, OT, and Speech; ensures equity of workloads as new patients are being assigned. Facilitate a welcome and easy access to the facility, and are responsible for establishing an encounter for any patient who meets the guidelines for hospital service. Department Support Assistant I ensures that all data entry is accurate, including demographic and financial information for each account. Supports numerous procedural requirements, including data elements, insurance verification, authorization for services, and collection for all patient portions, including prior balances.

Responsibilities:

• Incoming mail is sorted and distributed to the correct individual daily. Outgoing mail is collected and processed.
• Anticipates departmental needs and consults appropriate staff to ensure that supply levels meet department needs.
• All logs are kept up to date and organized.
• Coordinates daily work schedules for staff members.
• Exercises good judgment when making operational decisions.
• Answers calls promptly, is able to manage the front desk and phone while inspiring confidence in customers.
• Demonstrates respect for the privacy and modesty of patients.
• Exhibits appropriate and professional communication with all patients to support a quality image.
• Monitors inventory of supplies, notifies the appropriate person for ordering, and takes the initiative to acquire needed supplies.
• Promptly removes any faulty equipment from service, forwards equipment to bio-med, and notifies supervisor.
• Prepares charts for incoming patients; assists with maintaining medical records, and prepares charts of discharged patients for HIM.
• Able to independently utilize payroll software. Completes updates efficiently. Is careful to ensure all nonproductive time is coded correctly.
• Handles multiple projects throughout the day. Consistently meets deadlines.
• Actively participates to problem solve issues that arise daily and demonstrates good judgment.
• Completes orientation of new employees as requested by the manager.
• Displays professionalism when dealing with a physician's office or patient during the referral process. Promptly replies to their request and forwards it for insurance verification. Verifies eligibility and obtains authorizations for services rendered.
• Assist business office personnel with the insurance verification process.
• Checks the accuracy of charges.
• Updates patient schedules daily, prints and distributes prior to the start of the work day.
• Follows safety precautions and demonstrates proper body mechanics.
• Completes all mandated infection control and safety programs on or before the scheduled performance review date.
• Adheres to hospital policies and departmental rules.
• Completes all education assignments.
• Follows the CHRISTUS Health guidelines related to the Health Insurance Portability and Accountability ACT (HIPAA), designed to prevent or detect unauthorized disclosure of Protected Health Information (PHI).
• Accurately inputs all required data elements for scheduling and registration, including patient demographic, financial information, guarantor information, and relevant notes associated with the encounter.
• Calculates and collects the estimated patient portion based on benefits and contract reimbursement as well as prior balances.
• Communicates the purpose of and obtains patient/legal guardian signatures on all necessary hospital documents.
• Communicates directly with patients and families, physicians, nurses, insurance companies, and third-party payers. This position requires professional appearance, behavior, and good communication skills.
• Assists all therapy staff with direct patient care in PT, OT, and Speech.
• Participates and assists with performance improvement initiatives and demonstrates an understanding and compliance with all department policies and procedures.
• Scans monthly required POC; script; consents to HPF (PT OT Speech).
• Reviews completeness of the medical charts prior to submission to HIM (PT OT).
• Disassemble charts prior to delivering charts to HIM (PT OT).
• Performs all other duties as assigned.

Requirements:

Education/Skills

• High school diploma required
• Medical terminology preferred
• Must possess strong organizational and interpersonal skills
• Be flexible and able to work on multiple projects and prioritize appropriately; able to work with many interruptions and maintain confidential information

Experience

• One-year experience in hospital registration or comparable position
• Secretarial experience preferred
• Previous experience with Physical Medicine is preferred

Work Schedule:

5 Days - 8 Hours

Work Type:

Part Time