OT/CHT Front Office Tech

Description

INCREMEDICAL MANAGEMENT INC.

JOB DESCRIPTION – OT-CHT Clinical Office Coordinator/Rehab Tech

DEPARTMENT: Rehabilitation

REPORTS TO: Facility Manager

STATUS: Non-exempt

Position Summary

The OT-CHT Clinical Office Coordinator/Tech is directly involved in the overall day-to-day operations of the outpatient OT clinic working directly with the department’s Facility Manager. 

Essential Functions

• Assisting in front office duties such as scheduling, phone handling, billing, etc. as directed.
• Greet patients, and pull patient charts and/or any documentations to assist the OT/CHT in care of the patient.
• Collects co-pays when patient arrives and makes receipts.
• Creates new patient charts through use of the client’s EMR system as well as MedAdept RM/IPED scheduling.
• Ensures all appropriate forms are collected and signed for patient chart compliance.
• Complete Insurance Verification form on all new patients.
• -Verify primary and secondary insurance coverage on or before first visit
• -Photocopy patient healthcare provider card(s)
• -Determine if pre-authorization is required and obtain from the insurance carrier or appropriate party
• -Determine if co-pay is required and how much
• Organizes and prints daily schedules.
• Schedule all patients utilizing RM’s electronic scheduling for organization as well as for client’s EMR for therapist review.
• Verify appointment in RM at time of visit.
• Prints super bills from RM for following day appointments.
• Enters daily charges
• Inventories, orders and stocks office and clinic supplies specific to Occupational Therapy requirements.
• Maintains an organized/ professional reception desk and office.
• Complies with local, state, federal, corporate compliance regulations governing employers, employees and healthcare services.
• Provides counseling to patients regarding financial responsibilities and legal requirements.
• Monitors and solicits proper/required documentation from practitioners to support treatment validation and claims to third party payers.
• Coordinates and or establishes, organizes, maintains and archives files, logs, reports and records.
• Carries out all policies and procedures related to billing and collection to assure compliance with company, host site, and payer requirements including but not limited to, and pre-billing audits.
• Facilitates patient and referral satisfaction surveys and reports if applicable.
• Develops and or produces service and or discipline-specific master schedules and operational reports.
• Helps to coordinate the efforts of the front reception area by greeting and transporting Occupational Therapy clientele.
• Assists in training as necessary.
• Acts as liaison for the other front office staff as necessary.
• Patient care - Preparing and cleaning treatment areas, transporting, positioning and assisting patients, therapists and assistants in the successful completion of the treatment plan
• Applying modalities as directed by therapist
• Delivering ultrasound treatment to non-Medicare patients once properly trained and deemed competent by therapist
• Applying electrodes to patients as directed by the therapist, but not setting electric stimulation parameters or turning the stimulator on as defined in P&P
• These functions are performed in accordance with policy, mission and vision, and philosophy of the facility/service.
• Assist in splint/cast fabrication and refurbish as directed and supervised by the treating OT/CHT.
• Participates in performance improvement and supports program development activities (includes providing input into the budgetary planning process; contributing to cost effectiveness of services and programs provided by the facility/service; communicating the personal observations and suggestions related to opportunities for improvement; promoting community relations; and maintaining positive customer relations)
• Performs other duties or special projects as assigned.

Reporting Relationship

The OT-CHT Clinical Office Coordinator/Tech reports directly to the Facility Manager for all employment matters.

Compliance

The OT-CHT Clinical Office Coordinator/Tech must comply with all local, state, and federal regulations, codes of conduct, training and instruction requirements as well as any other standards, policies and procedures that govern the practice of physical/occupational therapy in this facility.

Physical and Sensory Demands

Good general health and stress coping ability. Full mobility and ability to participate in vigorous activity. Ability to clearly and effectively communicate with all constituents (patients, families, peers, and other healthcare team members) as needed.

Working Conditions

The employee must have the ability to perform essential functions without posing a “direct threat” in the workplace.

Physical Demand Capacity Levels

Requires manual dexterity and general strength and endurance. Position requires the following capacities 1-33% of total work time:

• Lifting---routinely loads of 5-35 lbs. from floor to waist, waist to shoulder, shoulder to overhead
• Carrying---routinely loads of 5-10 lbs. for 40-50 feet
• Pushing---routinely loads of 5-150 lbs. on casters, runners, or pulleys
• Sustaining a grip---routinely for 1-2 minutes of 40-50 lbs.
• Handling and moving objects: using one’s own hands and arms in handling, installing, forming, positioning, and moving materials, or in manipulating things, including repetitive use of a keyboard.

Interacting with Computers: Controlling computer functions by using programs, setting up functions, processing information, or otherwise communicating with computer systems.

Machines, Tools, Equipment and Work Aids Used

Office supplies and equipment including but not limited to: Computer, keyboard, mouse, fax/scanner/copier machines, and phone. Clinical equipment including but not limited to e-stim, hot/cold packs.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as exhaustive of all responsibilities, duties, and skills required of personnel so classified.

Requirements

Education and Training

High school diploma or equivalent with courses in bookkeeping, accounting, and mathematical skills OR an equivalent amount of work experience in a healthcare or related setting.

Experience and Skills

• Good communication skills (written and verbal including telephone and business etiquette).
• Ability to use all necessary office equipment, faxes, copiers etc.
• Ability to interact well with other staff members, customers, field associates and businesses.
• Ability to type 60 words per minute preferred.
• Strong customer service skills and ability to interact well with customers (patients/clients, referrers, host site staff vendors, general public, co-workers and supervisors).
• Demonstrate and understanding of medical reimbursement requirements and terminology.
• Knowledge and understanding of basic accounting and budget practices.
• Must communicate effectively and build relationships with employees, vendors, and patients.