SUMMARY

The administrative assistant supports the department of rehabilitation services by answering phones, taking messages, greeting patients/clients, managing schedules, managing insurance verification/authorization, maintaining a clean and organized department/clinic for efficient operations, and other diverse duties as requested or required.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Answer phones and take accurate messages in a professional manner.

• Greet all patients/clients, family, caregivers and/or visitors to the department/clinic in a friendly manner.

• Handle and respond to all therapy referrals in a timely manner, acquiring all necessary information. Develop effective rapport with referring healthcare practitioners.

• Conduct initial registration of patients/clients to include interviews with the patient/client, family, and/or caregiver to obtain all required information.

• Assist patients/clients, family, and/or caregiver with completion of all necessary paperwork to include, but not limited to, intake forms, medical history, medications, and insurance.

• Prepare necessary documentation including insurance benefits, insurance verification/authorization, reports/logs, and order forms, etc. in a timely manner according to federal, state and facility-specific rules and regulations.

• Consult with members of the rehabilitation team to help maintain appropriate treatment schedules taking into consideration the needs of the therapist, patient/client, family and/or caregiver, as well as tracking/scheduling of supervisory visits. Demonstrate the ability to handle changing schedules of patients/clients.

• Assist therapists with tracking, collecting, and maintaining plan of care certifications and re-certifications according to federal, state and facility-specific rules and regulations.

• Assist with patient/client appointment reminders as necessary.

• Maintain confidentiality of all patient/client protected health information according to Health Insurance Portability and Accountability Act (HIPAA) and facility-specific rules and regulations.

• Collect patient/client payment(s) according to facility-specific guidelines and/or direct patients/clients to appropriate accounting staff when necessary. Assist the billing team with insurance claims/denials to secure reimbursement as needed.

• Present a positive service-oriented approach with patients/clients, family, caregivers, facility staff, and co-workers at all times.

• Assist with orientation of new staff, volunteers, and students.

• Assist with equipment maintenance and monitor supply inventory. Help maintain cleanliness of the rehabilitation department/clinic.

• Demonstrate ongoing commitment to reducing costs and improving productivity in the rehabilitation department/clinic.

• Maintain positive working relationships with the healthcare team, patient/client, family, and caregiver.

• Complete RehabVisions and facility reports as required.

• Attend department/clinic meetings and conferences.

• Understand and comply with RehabVisions’ policies and procedures, including but not limited to, universal precautions, safety, risk, and emergency.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• EDUCATION and/or EXPERIENCE
• High school diploma or general education degree (GED)
• One to three (1-3) years of related experience and/or training
• Equivalent combination of education and experience
• LANGUAGE SKILLS
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one settings to patients/clients, family, caregivers, facility staff, and other employees of the organization.
• MATHEMATICAL SKILLS
• Ability to add and subtract two (2) digit numbers and multiply and divide with 10’s and 100’s.
• REASONING SKILLS
• Ability to apply common sense understanding to carry out detailed but uninvolved written and oral instructions.
• Ability to manage problems involving a few concrete variables in standardized situations
• OTHER SKILLS AND ABILITIES
• Data entry experience and accurate typing abilities.
• Ability to relate positively, professionally, and cooperatively with others.
• Demonstrate flexibility and willingness to change and learn when necessary for efficient departmental/clinic operations.
• Ability to perform the essential work functions of this job, with or without reasonable accommodations.