Patient Services Coordinator/Administrative Assistant

Patient Services Coordinator:

• Manages and coordinates patient visits and new patient referrals.  Enters patient schedule visit information into EMR in a timely manner; edits schedule timely when patient visits must be reassigned.
• Responsible for monitoring nursing case load size, and to ensure the Clinical Manager/Clinical Director are notified to staffing level concerns in a timely manner.
• Prepares weekly clinician schedules; performs initial review of weekly schedule for productivity/geographic issues and forwards to clinician(s) for confirmation; sends schedule to Clinical Manager and Clinical Director for approval prior to distribution to staff if productivity is not being met.
• Completes requested schedules for all add-ons and applicable orders:
  • Schedules Admission, Recertification, Resumption, and Discharge visits
  • Follows up with clinician(s) on missed visits to ensure the visit is truly missed or if it can be rescheduled
  • Reschedules declined or missed (if appropriate) visits
  • Processes reassigned and rescheduled visits
  • Ensures Supervisory Visits are scheduled according to branch protocol and regulatory mandates.
• Ensures adequate staffing coverage for vacation, sick leave, holidays, etc.
• Answers calls and answers questions regarding patient and caregiver schedules or resolves/routes problems; refers clinical questions to Clinical Director as necessary.
• Follows up and corrects any scheduling or care coordination issues reported by On-Call Clinician during after-hours operations.
• Runs daily exception reports and corrects errors as needed.
• Maintains compliance of assigned patients’ visit frequency orders.
• Schedules training visits for all new clinicians and ensures completion of onboarding process.
• Manages the billing codes of all scheduled visits, ensuring that we bill 100% of visits accurately according to each patients’ care, insurance, and authorization.
• Engages with per diem staff members on a regular and ongoing basis; ensures utilization of all per diem clinicians; reports non-utilization to Clinical Leadership as necessary.
• Communicates scheduling changes and updates to the clinical team in a timely manner.
• Alerts Clinical Leadership team to patient complaints or concerns upon receipt
• Schedules all Therapy visits in accordance with the patients’ therapy visit frequency orders.  Communicates with field therapists as needed to ensure 100% accuracy of the schedule.

Office Administrator:

• Manage the Front Desk and greet and assist all incoming staff, vendors, visitors, etc.
• Perform general office and administrative duties as assigned by Clinical Manager/Clinical Director
  • This includes but is not limited to; scanning, photocopying, faxing, managing records, sending and receiving mail, data entry, maintaining office and medical supply inventory, assisting with onboarding tasks, answering phones, responding to emails. May be required to travel locally for supplies, shipping packages, etc.
• Coordinates with the HR and Education team to assist with New Hire Orientation; including but not limited to printing/copying training materials, assembling nursing bags, creating name tags, taking ID photos, coordinating catering/snacks, etc.
• Supports the Program Development team by printing collateral materials, referral forms, assembling swag bags, etc.
• Maintain the overall appearance, organization, and cleanliness of the office to ensure workstations, conference rooms and public spaces are clean and presentable.
• Serves as a point of contact with office building management or facilities; as necessary, coordinates with management to communicate repairs; provide approved access to the suite, etc.
• Adheres to HIPAA laws and maintains patient confidentiality at all times.
• Performs other duties as assigned

What you need:

• Associate’s degree or equivalent in related work experience
• Minimum 1+ year experience in a healthcare administrative or administrative assistant role in an office environment
• Proficient with general office equipment and systems such as computers, printers, and collaboration software (Teams, Zoom, etc.)
• Advanced proficiency in Windows environment, with emphasis Outlook, Excel, and Word
• Hard-working team player with a positive attitude and a willingness to assist all members of the team

Preferred Education and Experience:

• Bachelor’s degree or equivalent in related work experience
• Previous experience in a medical office, or other medical administration role

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• This job operates in a professional office environment. This role routinely uses standard office equipment.
• Frequently required to stand.
• Frequently required to walk.
• Frequently required to sit.
• Frequently required to use hands and fingers. 
• Frequently required to climb, balance, bend, stoop, kneel or crawl.
• Occasionally required to lift/push light weights (less than 25 pounds).
• Occasionally required to lift/push light weights (greater than 25 pounds).
• Potential exposure to bloodborne and airborne pathogens or infectious materials.