Rehab Administrative Assistant

We are currently seeking a motivated and detail-oriented Rehab Administrative Assistant to join our team. As a Rehab Admin, you will be responsible for various administrative tasks to support the efficient operation of our rehabilitation services. Your main responsibilities will include calling prospective clients to introduce our company, gathering and entering patient and insurance demographics, scheduling appointments, triaging incoming referrals, confirming appointments, providing thorough follow-up on paperwork, preparing correspondence, and performing general administrative duties. Your attention to detail, excellent communication skills, and adherence to HIPAA, HQAA, and compliance regulations will contribute to the smooth functioning of our rehabilitation department.

• Make outbound calls to prospective clients to introduce our company, provide information, and gather patient and insurance demographics.
• Enter accurate and complete patient and insurance information into the system to maintain updated records.
• Schedule appointments for clients and coordinate with staff to ensure smooth scheduling.
• Schedule ATP (Assistive Technology Professional) evaluations as required.
• Triage incoming referrals, ensuring proper handling and appropriate follow-up.
• Call clients one week prior to their scheduled appointments to confirm the date and time.
• Provide thorough follow-up on all paperwork, ensuring accuracy and completeness.
• Prepare correspondence, such as consent forms and project update letters.
• Handle mail distribution by sorting, scanning, and distributing incoming and outgoing mail.
• Scan and distribute new projects to support staff to facilitate efficient workflow.
• Verify insurance information and ensure compliance with insurance requirements.
• Answer emails promptly and professionally, providing accurate information and assistance.
• Accurately and efficiently enter data into relevant systems and maintain medical files.
• Create and maintain project workflows, ensuring tasks are tracked and completed in a timely manner.
• Perform general administrative duties to support the rehabilitation department's overall functioning.
• Practice and adhere to all HIPAA, HQAA, and compliance rules and regulations.
• Perform any other duties assigned by the supervisor to contribute to the success of the rehabilitation department.

• High school diploma or equivalent.
• 3+ years in an administrative role highly preferred.
• Previous experience in a healthcare or rehabilitation administrative role is preferred.
• Excellent communication skills, both verbal and written.
• Strong attention to detail and ability to maintain accurate records.
• Proficient in computer systems and data entry.
• Familiarity with HIPAA, HQAA, and compliance regulations is desirable.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Strong organizational and time management skills.
• Ability to work independently as well as collaboratively within a team.
• Knowledge of reimbursement and ability to interpret medical terminology is an asset.