What are the responsibilities and job description for the Outpatient Clinic Manager position at Carolina Therapy Services?
- Greeting clients and visitors
Scheduling Appointments – includes appointments/evaluations for new clients and existing clients. Follow up with clients if client is late/does not show.
- Maintain new referral/client information – responsibilities include sending out and receiving back new client packets, insurance verification prior to first visit, schedule evaluations, file evaluation reports within 7 days and mail a copy to parent/legal guardian and a copy to referral source, schedule client with therapist, enter new client into billing software, ensure all information in client chart is complete so we can bill for services.
Responsible for obtaining coverage for evaluations and treatments. Responsible for oversight of clinic staff member’s schedules to ensure treatment time is maximized and all clients are seen as scheduled. Monitor cancellations and no-show appointments.
Preparation and management of client charts – responsibilities include preparation of patient chart at client’s check-in, enter client in electronic health record (onset, SOC, date, name, DOB, insurance, co-pay, codes), ensure file is complete/accurate before refiling.
Insurance Verification – includes verification for new clients and existing clients; insurance re-verification completed at the beginning of every month for all existing clients.
Provide Billing Support – Collect any co-pays and/or other amounts owed at client check-in. Send all co-pays to corporate office as instructed and in a timely manner.
Ensure all equipment is stored appropriately and is in good working order. Ensure any work orders for equipment or facility repairs are directed to corporate in a timely manner.
General office/receptionist duties – including but not limited to answering phones.
Other office and housekeeping duties as assigned – to include but is not limited to ensuring entry way, lobby, and all common areas are safe, clean, and presentable to guests/clients/visitors at all times. Trash and restrooms should be monitored for cleanliness. Restrooms should be stocked with supplies at all times. Ensure a clinic policy is in place to ensure materials and equipment are cleaned on a routine basis.
Print initial and reauthorizations and file in patient’s chart.
Maintain customer relationships with referral sources through verbal and/or written communication.
Ensure current professional license for each clinical staff is displayed in designated area .
Assist with credentialing process as needed.
Order Supplies – Submit through Corporate Office with Area Director prior approval.
Ensure clinic staff are entering documentation and billing charges in a timely manner.
Check clinic staff timesheets weekly for accuracy - Compare timesheet to documentation software
Other duties as assigned
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