Therapy Clinic Assistant

Job Details: Job Location: Caldwell Medical Center - PRINCETON, KY, Position Type: Full Time, Salary Range: Undisclosed, JOB TITLE:        Therapy Clinic Assistant DEPARTMENT:        Caldwell Medical Associates – Therapy ClinicREPORTS TO:        Therapy Manager POSITION SUMMARY:•    To greet and register all incoming patients arriving at the registration area, verifying necessary information and collecting all up-front payments.•    To handle booking of appointments for providers within the office, both by phone and in person, relaying necessary messages, and coordinating efforts with providers and assistants.•    Works closely with providers, nursing staff, families, visitors and administrationPOSITION RESPONSIBILITIESESSENTIAL FUNCTIONS:  (Employees are cross-trained to perform all the below listed duties).Physical Therapy DEPARTMENT SPECIFIC COMPETENCIES:1.    Receives and schedules therapy referrals2.    Assists therapy staff with scheduling, supply ordering and general office tasks3.    Send and track therapy plans of care4.    Assists therapy PAR as needed5.    Assist therapy manager with requested duties6.    Prints medical records/ fills medical records requestRegistration:1.    Registration of PatientsA.    Greets patients arriving at registration in a prompt, courteous and friendly mannerB.    Verifies demographicsC.    Smiles with a pleasant attitude2.    Demographic CollectionA.    Verify address, phone number, DOB, Social Security numberB.    Retrieves employment informationC.    Emergency contactD.    Verify who is responsible for the patients accountE.    Correctly sets up guarantorF.    Correctly set up patient informationG.    Attaches Patient to correct guarantorH.    Gets signed authorization/consent form and HIPAA privacy noticeI.    Reads and follows direction of common messagesJ.    Prints charge tickets on each person registered3.    InsuranceA.    Collects insurance informationB.    Assigns literal address to correct carrierC.    Sets insurance up correctly with correct carrier and sequenceD.    Notify supervisor when insurance needs to be re-filed, if necessary4.    Up-Front CollectionsA.    Verifies patient co-pay, co-insurance, and/or deductible amountB.    Collects up-front and account paymentsC.    Writes out receipts with the correct informationD.    Informs self-pay patients of the self-pay policy and collects payment before serviceE.    Knowledge of credit card machine use and logs credit card entries5.    Day-End DutiesA.    Tallies all receipts taken during the day and charge ticketsB.    Prepares daily deposit C.    Checks and balances cash drawer; maintains no overages or shortagesD.    Shuts down PCE.    Leaves work station neat and orderlyF.    Turns on answering machine for the night/weekendsG.    Secures the building by making sure all doors are locked and sets the alarm systemH.    Checks charge tickets for accuracy I.    Take out mail at end of dayJ.    Gathers trash in front office and waiting area;  and other duties as needed6.    Financial CounselingA.    Read AR to assist patients making payments on their accountB.    Responsible for working and collecting on old account balancesAppointments:1.    Scheduling AppointmentsA.    Schedules appointments according to provider’s protocolB.    Obtains correct patient informationC.    Accurately enters appointments in the systemD.    Offers alternatives when not able to accommodate2.    PatientsA.    Verifies name, date of birth, address, phone number and insurance informationB.    Serves as message relay between patients and providersC.    Maintains strict patient confidentiality3.    Provider SchedulesA.    Maintains current information on each providers scheduleB.    Monitors providers schedule for booking inefficienciesC.    Restricts schedules when provider is out of the officeD.    Reschedules appointments when provider cancels office4.    Greeting of PatientsA.    Greets patients arriving at reception desk in a prompt, courteous, and friendly manner5.    Charge TicketsA.    Initiates charge tickets for each patient visitB.    Checks all patient information for accuracyC.    Places completed charge ticket with correct medical record for provider or assistant6.    MessagesA.    Obtains patient’s name, date of birth and phone numberB.    Takes concise accurate messagesC.    Lists pharmacy and pharmacy’s phone number when medication is to be phoned inD.    Promptly relays messages to appropriate provider7.    Days-End DutiesA.    Shuts down PC properlyB.    Remains until all patients have been taken to exam roomsC.    Leaves work station neat and orderlyAdditional Responsibilities:1.    Dress CodeA.    Adheres to departmental dress codeB.    Neat and professional in attire2.    Telephone EtiquetteA.    Answers promptlyB.    Shows interest and concernC.    Pleasant voiceD.    Handles calls in a helpful and efficient manner3.    Waiting AreaA.    Reports problems or irregularities to supervisorB.    Monitors area, coordinates movement of patientsC.    Keeps waiting room neat and orderly4.    Provides coverage in the absence of other employees as needed5.    Computer SystemA.    Moves through system efficientlyB.    Follows appropriate protocol for all computer functions6.    AttendanceA.    When absent from work follows protocol in reporting absence7.    Opening of mail and distribution8.    Medical records requestsA.    Handling of requests, invoicing and copying/scanning of records9.    Receives Insurance EOB’s and payments and handles appropriately10.    Other duties or assignments as requested.  Assists supervisor when needed.Core Expectations:1.    Maintain a safe work environment and adheres to safety standards established by office policy.  Makes every effort to correct or report safety hazards and potentially unsafe working conditions to the supervisor.  Observes and adheres to all policies related to safety, body mechanics, electrical safety, and infection control, etc.2.    Consistently projects a professional image through attire, conduct, and personal grooming and overall attitude3.    Consistently communicates positive guest relation’s behavior by showing interest, concern, appreciation, respect, and empathy when in contact with visitors, patients, families, vendors, physicians, and co-workers4.    Maintains the strictest of confidentiality by maintain the confidentiality of a patient’s medical condition, medical records, and other important information.  This includes maintaining and enforcing the confidentiality of information and/or knowledge of employees’ records, activities, and information about Caldwell Medial Associates, which may be acquired through normal work duties or by accident and may be viewed as sensitive or confidential.  When in doubt, employee will always ask the appropriate supervisor for guidance5.    Comply with all Caldwell Medical Associates personnel and department policies and proceduresPerforms other duties as assigned.  ENVIRONMENTAL CONDITIONS   INFECTION RISK CATEGORY: Low.    Not substantially exposed to adverse environmental conditions.WORKING CONDITIONS•    Standing or sitting for long periods •    Ability to left 50 pounds•    Walking for extended periods of time•    Vision and hearing must be sufficient to handle duties as required.•    Activities  prolonged, extensive standing, walking and/or sitting•    Lifts supplies and equipment with weight requirements of approximately 50lbs*•    Manual dexterity and mobility, reach with hands and arms, stooping, bending, kneeling and crouching, push/pull, use hands and fingers to touch & feel.•    No hearing loss greater than 40 decibels.*Seek assistance if the weight requirement for the performance of a job or task requires greater than 50lbs of effort/forceEXPECTATIONS•    Must be skillful in written and oral communication.  •    Demonstrates basic problem solving and time management skills.  •    Must demonstrate the ability to interact with other personnel in a positive fashion.  •    Must demonstrate the ability to work independently and to accept delegation of appropriate tasks. •    Must be able to respond to voice paging equipment, etc.•    Ability to direct staff to follow oral and written instructions and established procedures. •    Answers and converses on the telephone.LANGUAGE SKILLS/READING SKILLS/HEARING•    Ability to talk/converse with and be understood by others. •    Ability to read, analyze and interpret written information. •    Ability to respond to common inquiries or complaints from customers•    Ability to effectively present information to others (individually or in groups) VISION •    Far acuity:  ability to see clearly at 20 feet or more•    Near acuity: ability to see clearly at 20 inches or less•    Depth perception:  ability to accurately judge distance•    Field of Vision: ability to see peripherally•    Accommodation:  ability to adjust vision to bring objects into focus•    Color Vision:  ability to distinguish and identify different colorsSKILLS – MACHINE LISTING•    Computer (Desktop)•    Printers•    Copy Machine•    Fax Machine•    Telephones – Desk and Portable•    Calculators•    Hand held devicesCOMPLIANCEActs in accordance with the compliance policies set forth in the compliance plan and to report violations of these policies.DISCLAIMER STATEMENTThe above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Qualifications: MINIMUM EDUCATIONHigh school graduate or equivalent required.  Typing skills of 25 wpm and previous computer knowledge required.    Knowledge of Word and Excel programs preferred.MINIMUM EXPERIENCEOne year of related work experience preferred but not required.  Excellent guest service, communication and multi-tasking skills required.