Admissions-Admin Assistant

MAJOR ACCOUNTABILITIES/CRITICAL RESPONSIBILITIES: Reception Support

• Covers reception area phone with all admission staff
• Provides information to callers, routes calls as appropriate, takes clear and concise messages.
• Checks messages promptly and returns calls or refers messages to appropriate person
• Greets all patients in a friendly and courteous manner. Escorts therapy patients as needed.

Registration/Insurance Verification

• Explains 1 st appt paperwork; obtains proper signatures. Witnesses documents as indicated. Explains Notice of Privacy practices to patients
• Registers patients on Meditech CWS system; files appropriate paperwork; sets up charts

Scheduling

• Calls patient to schedule 1 st appointment within 24-48 hours of receipt

• Directs patients to other sites as appropriate (faster access, closer to their home, etc)

• Schedules initial & follow-up therapy appt’s utilizing the computerized scheduling system.

• Creates and/or modifies schedules for staff (acts as “master user” for MediTech scheduling system including training staff, editing data as needed, etc.)

• Provides timely notification of cancellations to staff and maintains cancellation call list for evals

Clerical Duties

• Sends faxes and delivers received faxes to appropriate individual promptly.
• Receives co-pays, prepares deposits and brings co-payments to central Tully location.
• Orders supplies for the department; utilizes Meditech MM system for departmental ordering; verifies purchases against P.O.’s;
• Prepares monthly/quarterly reports for Director including but not limited to volume statistics, patient satisfaction results, productivity reports (Excel spreadsheets)
• Assists with other activities as requested i.e. Medicare correspondence, medical record keeping/retrieval/preparation for copying, charge entry/verification, Internet entry of outcome data, maintenance of front office procedure manual (including finance procedures)

COMPETENCIES & WORK EXPERIENCE REQUIREMENTS (e.g.license, registration, certification) Minimum 5 years’ experience as Administrative Assistant preferred, preferably in hospital administrative setting. Must be proficient in Microsoft office including Word, Excel and Power Point. Prior experience in insurance verification a plus. Good written & oral communications skills. Able to prioritize work assignments on a daily basis, demonstrating flexibility and teamwork to accomplish priority tasks

EDUCATION REQUIREMENTS : Two years of college or 2 years prior equivalent experience in a health care setting preferred.

Patient Population Served All patients/visitors entering the Outpatient Rehabilitation area

MANUAL SKILLS: Daily assignments require application of manual skills requiring motor coordination in combination with finger dexterity. For example, keyboarding.

PHYSICAL EFFORT: Some portions of daily assignments require bending, and light lifting and carrying for intermittent periods throughout the day.

PHYSICAL ENVIRONMENT: Open office environment for part of the job. Nature of duties performed present little potential for job related accidental injury.