Department Assistant - Therapy

Job DetailsJob Location: Kalispell, MT 59901Position Type: Full TimeSalary Range: $19.00 - $28.50 HourlyJob Shift: Day    Position Purpose   The primary purpose of this position is to perform clerical duties necessary for the smooth, day-to-day operation of the Rehabilitation Services department.  This position will also assist with the duties involving admissions, discharges, and follow up, while providing clerical support to other staff, as assigned.   Expectations   Expectations of Excellence Understand and support the core values, mission, philosophy, and guiding principles of Immanuel Living. Provide consistent quality and valued service, while complying with Corporate and Department policies and procedures and State and Federal regulations. Respect the privacy, confidentiality, and possessions of those IL serves, its staff, and Immanuel Living. Contribute to an atmosphere of positivity, teamwork, and mutual support, while leading by example. Look for the good in others and assume positive intentions.  Be caring, compassionate, and hospitable, while acting with integrity and honesty. Ensure that a safe living and working environment exists. Attend work regularly and follow established work schedule, with the ability to vary schedule to meet the needs of the department (including on weekends).  Manage use of work time wisely, ensuring that overtime is pre-approved by the Director of Rehabilitation.   Education and Experience   The incumbent must be at least 16 years of age. The incumbent must be a “self-starter and perform multiple tasks simultaneously and work under time and/or deadline pressures.    Required vision abilities include close up and distance, peripheral vision, depth perception, and ability to adjust focus.   Rarely < 5% of shift  Occasionally 6-33% of shift  Frequently 34-66% of shift  Continuous >67% of shift Physical Demand Examples of Job Duty Frequency Squatting or kneeling down to low surfaces, prolonged kneeling, or sitting on floor   Filing in low drawers Picking items up off the floor Occasionally Lifting  0-10 pounds Lifting reports, files, papers, pens, pencils Frequently Lifting 11-20 pounds Lifting large binders / ledgers Rarely Lifting 21-40 pounds Lifting file storage boxes Rarely Reaching above shoulder Reaching for supplies, binders, books from upper shelves Rarely Reaching chest to shoulder  height Reaching for supplies, binders from cabinets Frequently Reaching waist to shoulder Typing Using telephone Frequently Reaching below waist level Picking up items off floor Reaching into lower drawers / file cabinets Occasionally Carrying 0-12 pounds Carrying files, boxes of supplies Occasionally Carrying ≥ 12 pounds Carrying large ledgers, file boxes Rarely Push / pull 0-20 pounds Push / pull desk drawers, door knobs Occasionally Push / pull 20 pounds Push / pull cart with supplies, boxes of files Rarely Gripping up to 10 pounds   Cutting paper, holding pens, holding files / binders Frequently Gripping ≥10 pounds   Holding box of files to lift Rarely Sitting Performing data entry Answering telephone Completing reports Continues Standing Moving between work areas Frequently Walking Moving between work areas Frequently Twisting Getting into file drawers in sitting and standing position Occasionally   Job Responsibilities                                                                                                   Specific Duties         Rehabilitation Services Contribute to the financial integrity of IL by acting as a liaison between billing and clinical services, by verifying guest/resident payer information for therapy, entering charges into A/R system, maintaining the billing logs, and resolving any problems and/or errors with payment. Obtain pertinent information from other facilities, as assigned. Contact insurance companies to verify resident/guest insurance coverage and fax certifications to insurance companies. Maintain an organized therapy records storage area by filing, thinning, and auditing, as necessary.  Complete miscellaneous audits of therapy records, as assigned. Assemble resident/guest medical charts. Work with supervisor on a daily basis regarding scheduling of therapists.  Perform administrative duties, including therapy billing, personnel payroll, collection of statistics, and ordering supplies. Answer telephones and transfer calls. Work and coordinate with team members to meet resident/guest needs.  Schedule guests’ appointments. Order supplies and keep track of inventory items. Complete in-kind donation paperwork for the Office of Development for items given to IL by guests/residents / family members.  Copy, shred, and fax documents, as well as prepare incoming / outgoing mail. Order uniforms for staff as requested and calculate amount owed and submit to Payroll Department. Keep department clean by vacuuming, mopping, sweeping, and dusting, and processing laundry. Work independently, while prioritizing duties and responsibilities, taking on additional assignments, maintaining accuracy and timeliness with documentation, and demonstrating the ability to problem solve. Respond effectively to sensitive inquiries or complaints from others. Perform other duties as assigned. Admissions Serve as back-up to the RN Admissions Coordinator and perform duties as assigned. As directed, work with Admissions staff to support the completion of the admission process. Meet with interested parties about possible admittance to or admitting residents/ guests to The Retreat and educate them about short-term rehab and long-term care. Work with hospital discharge planners, medical service providers, potential residents / guests and their families, and The Retreat staff to determine appropriateness for admission. Coordinate and facilitate the admission process with Retreat staff, when deemed appropriate. Follow up with phone calls, as appropriate, to ensure that good transitional care is attained. Conduct admission meetings. Ensure completion of paperwork to include Level One and Level of Care Determination, and admission assessments. Work with The Retreat to update admission documentation, when needed. Update resident Medical Record Face Sheets. Work to complete discharge planning for residents / guests, as needed. Conduct resident social work interviews, as needed. Supervision / Leadership This position has no supervisory responsibilities. Serve as a role model for the Immanuel Spirit. Decision Making This position may make independent decisions when circumstances warrant such action. Decisions, final recommendations, and/or errors made by the incumbent may affect guests/residents and other staff in the unit/department that this position is assigned to but may, on occasion, affect all staff of Immanuel Living.  Job duties typically involve frequently changing conditions and problems, requiring considerable judgment in applying factual background and fundamental principles to the development of approaches and techniques for the solution of problems. This position cannot authorize exceptions to corporate policy or procedure. Documentation Create and format therapy forms, as needed. Complete required admission and discharge documentation, as needed. Communication Effectively work and communicate with a wide range of individuals from all socio-economic groups, including geriatric guests/residents and those with special needs. Communicate verbally and in writing to other staff members regarding guest/resident care issues. Communicate with supervisor on a routine basis. Participate in training and/or meetings that help facilitate the departmental communication process. Personal Interaction This position may interact with: Guests/residents, family members, and/or designees General public Immanuel administrators, directors, managers, supervisors, staff Medical service providers, including physicians, pharmacists, and discharge planners Other service providers or representatives Federal, State, Local government representatives Members of the media Continuing Education Attend workshops and training sessions related to functions of position, as assigned by supervisor.     Skills and Abilities   Language Read, write, and understand medical terminology Read and comprehend instructions and present information to others Read, interpret, and write routine reports and correspondence Read, interpret, and implement documents, such as governmental regulations, rules, and procedure manuals Mathematical Basic counting skills               Add, subtract, multiply, and divide simple numbers Understand different methods of measurement percentages Reasoning Apply common sense and understanding to carry out instructions furnished in written, oral, or diagram form Deal with problems involving several concrete variables in standardized situations Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists Interpret a variety of instructions furnished in written, oral, diagram, or schedule form Define problems, collect data, establish facts, and draw valid conclusions Computer Intermediate computer skills 60 wpm while typing Enter data accurately in Elite, EmpowerTime, and Office applications   Equipment and Materials   Office Equipment Operate multi-line telephone to place, receive, transfer calls, and to retrieve voice mail messages Operate fax machine to send or receive documents     Operate copier to copy and collate documents Operate 10-key adding machine to calculate numbers Computer Software and Operating Systems Operate personal computer with Windows operating system to utilize programs to input, format, edit, save, print, and transmit data    Utilize spreadsheets (Excel) and word processing programs (Word) to input, format, edit, save, print, and transmit data    Utilize Internet and e-mail to access, retrieve, save, print, or transmit documents or data files Utilize proprietary, custom, or online programs or databases to input, format, edit, save, print, and transmit data    Specialized Therapy / Nursing Equipment None   Environmental Conditions   This position works in a temperature-controlled facility and may travel to and from buildings in all weather conditions. This position may be exposed to:  Biological fluids, including but not limited to vomit, urine, feces Blood-borne pathogens Occupational disease Risk of cuts, burns, shock, or other minor injuries not requiring hospitalization Unpleasant substances, odors, noises Upset, angry guests/residents, family members, coworkers         Disclaimer: This job description is not intended to be all-inclusive.  An employee will also perform other reasonably related job responsibilities as assigned by management.  Immanuel Living reserves the right to revise or change job duties as the need arises.  Also, management reserves the right to change job descriptions, job duties or working schedules based on their duty to find reasonable accommodations, where possible, for individuals with disabilities. This job description does not constitute a written contract of employment.               Qualifications