Rehab Secretary/Technician

Job description

• Purpose of Job
  • Assists therapists with patients to ensure safe and accurate treatments.
• Job Requirements
  • Education
    • High School Diploma or equivalent (General Education Diploma GED) required.
  • Experience
    • N/A
  • License/Certifications
    • Current American Heart Association Basic Life Support (BLS) certification required.
  • Skills/Knowledge/Abilities
    • Requires skills in communication both oral and written, time management and organization.
    • Requires the ability to work independently, adapt to a changing environment, and organize and work with a variable patient load.
    • Requires skills in general office duties and basic medical terminology.
    • Requires the ability to learn computer operations, therapy equipment.
    • Can provide basic phone skills and communicates in a courteous and respectful manner at all times.
    • Requires knowledge of basic medical terminology.
    • Skilled in operating a computer, including a computer mouse, scanner, and keyboard, as well the following computer programs:
      • Cerner Powerchart and Scheduling Application
      • Microsoft Outlook
      • RQI
      • Pay Net
      • First Paid
    • Ability to use copy/print/fax machine.
    • Basic knowledge of clinic exercise equipment and the equipment's adjustments, as well as the ability to set up patients to use the equipment under the direction of a therapist.
    • Knowledge and ability to verify patient insurance.
    • Must comply with HIPAA Laws.
    • Must possess basic knowledge of how Health Insurance works in relation to Physical Therapy.
    • Ability to work as a member of a team.
• Physical Requirements
  • Weight Demands
    • Medium Work - Exerting up to 50 pounds of force.
  • Physical Activity
    • Occasionally Performed (1%-33%):
      • Climbing
      • Crawling
      • Crouching
      • Keyboarding/typing
      • Kneeling
      • Sitting
    • Frequently Performed (34%-66%):
      • Balancing
      • Carrying
      • Distinguish colors
      • Lifting
      • Reaching
      • Stooping/bending
      • Twisting
      • Fingering/Touching
      • Grasping
      • Pulling/Pushing
      • Repetitive Motions
      • Speaking/talking
      • Standing
      • Walking
    • Constantly Performed (67%-100%):
      • Hearing
      • Seeing/Visual
  • Job Hazards
    • Not Related:
      • Equipment/Machinery/Tools
      • Explosives (pressurized gas)
      • Electrical Shock/Static
      • Radiation Alpha, Beta and Gamma (particles such as X-ray, Cat Scan, Gamma Knife, etc)
      • Radiation Non-Ionizing (Ultraviolet, visible light, infrared and microwaves that causes injuries to tissue or thermal or photochemical means)
    • Rare (1-33%):
      • Chemical agents (Toxic, Corrosive, Flammable, Latex)
      • Mechanical moving parts/vibrations
    • Occasionally (34%-66%):
      • Biological agents (primary air born and blood born viruses) (Jobs with Patient contact) (BBF)
      • Physical hazards (noise, temperature, lighting, wet floors, outdoors, sharps) (more than ordinary office environment)
• Essential Job Functions
  • Essential Functions I
    • Assists the therapist with patient as needed to ensure patient safety and facilitate therapy treatments.
      • Properly starts patient with warm-up activities prior to therapy treatments as directed by therapist.
      • Safely sets up therapy treatments as directed by the therapist ensuring patient comfort and privacy.
      • Properly assists therapists with patient treatments as directed by therapist.
      • Maintains patient dignity and privacy when assisting the therapist with treatment.
      • Appropriately communicates to therapist any patient concerns or problems as they occur.
        • Includes those brought to the attention of the Rehab Secretary/Technician.
      • Transports patients to and from the gym promptly according to rehab schedule and therapists requests.
    • Properly lifts and transfers patients and/or materials to ensure safety in all lifts, preventing back injury.
      • Follows proper body mechanic techniques when lifting.
      • Lifts and transfers in a safe manner and uses equipment when required.
      • Asks for assistance when needed to ensure patient and personal safety.
      • Replaces/puts away equipment in proper locations when not in use.
    • Performs basic maintenance of office and therapy equipment to assure a clean and aesthetic environment.
      • Ensures clinic and office equipment are clean and in proper operating condition as per policies and procedures.
      • Performs cleaning in the rehab gym, following daily/weekly/monthly checklists as applicable as well as being observant and taking initiative to clean anything else in the clinic that appears unclean.
      • Ensures that equipment is clean and in proper operating condition (following cleaning schedule on equipment as applicable).
      • Cleans desk stations.
      • Disposes of soiled linen and waist in proper locations.
      • Cleans scanners and fax/printer/copier machine, in addition to replacing paper and toner as applicable.
    • Stocks and maintains office and clinic supplies to assure the efficiency of the therapy clinic.
      • Stocks and maintains proper inventory of office and clinic supplies.
      • Stocks and maintains proper linen supply through regular ordering.
    • Performs clerical duties to assist the department in maintaining adherence to medical records policies and to assist the therapists with office support.
      • Properly admits outpatients into the Health System and obtains appropriate billing number on the visit.
      • Assists therapist with chart maintenance, sending copies of notes to provider as requested by therapist.
        • Measure above not applicable to HealthWest PT
      • Breaks down charts at discharge sending or scanning appropriate documents in a timely manner in accordance with department procedure and policies.
      • Correctly enters patient charges within 24 hours.
        • Measure above not applicable to HealthWest PT.
      • Maintain record of therapy visits.
      • Follows up with patients per No Show/Cancellation policy.
      • Assists therapists with chart maintenance, sending out copies of notes and PT/OT prescriptions to MD/Adjuster/Case Managers as applicable (as well as documenting and keeping a record of contact and faxes).
      • Checks in patients for PT/OT visit using Cerner, verifies patient identity and that patient information is accurate. Has patient fill out new patient paperwork, and collects copays as appropriate.
      • Affixes proper patient visit label to billing sheets and correctly files prepared billing sheet.
      • Sorts through completed charge sheets received from therapists and inter-office mails the sheets to coding department.
      • Properly files patient charts when not needed.
      • Schedules patient for PT/OT visits based on therapists/patients requests.
      • Calls on patients when a prescription for PT/OT is received to schedule the patient.
      • Calls the next business day's new patients as a courtesy reminder of appointment.
      • Creates charts for each patient as initial visit is scheduled with applicable papers present depending on the ailment of the patient.
      • Collects payment from patient for products, copays, or services using First Payed or Paynet to create/record transactions.
      • Place all cash, checks, and receipts into money bag.
      • Perform opening and closing checklist items as applicable.
      • Keeps waiting room neat and orderly.
    • Demonstrates responsibility with all job related duties.
      • Takes accountability to cover all assigned shifts.
        • Attempts to seek coverage as needed before seeking assistance of supervisors.
      • Accepts responsibility for actions and consequences.
      • Communicates any changes in shift coverage to manager for final approval.
    • Attitude and communication approach reflects the core values of the department.
      • Consistently addresses patients with a kind and courteous manner.
      • Proactively seeks solutions to challenges within the work environment.
      • Adapts, without difficulty, to changes in assignment and environment.
    • Provides appropriate care specific to the age of the patient, to ensure understanding and comfort level of Treatment, as outlined in the department "Age-Specific Competency Checklist".
      • Standard as outlined in the Age Specific Criteria.
    • Schedules and registers patients for appointments by collecting and verifying patient demographics, insurance information and other essential information to ensure accurate information is maintained for each patient.
      • Collects co-pay or co-insurance per policy.
      • Completes prior authorization for services as appropriate.
      • Handles insurance inquires and communicates insurance coverage to patient at the time of registration.
    • Answers telephone to schedule appointments, take messages, direct calls to appropriate personnel, and handle other patient matters to ensure that excellent customer service is provided in a timely manner and according to policies and procedures.
  • Essential Functions II
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