LifeFit Administrative Support Specialist - PRN

JOB SUMMARY

The Administrative Specialist is assigned to the clinic and provides for all tasks necessary to ensure optimal functioning of the rehab clinic and Lifefit Wellness Center. The role combines responsibilities from Rehab Tech, Clerical Specialist, and Patient Financial Services domains. This position will provide administrative and clerical support to LifeFit Wellness services as well. The individual is directly responsible to the Rehab Serviceline Administrator and LifeFit Wellness Manager. The individual is directly responsible for communications with consumers, patients and staff. This position serves as the front-line contact for reception of patients and visitors and staff communications. The individual assures that patient confidentiality is maintained during the performance of all tasks.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. The position is predominantly a clerical position performed seated and using technology. The individual is subject to varying situations and must be able to handle occasional emergency or crisis situations involving staff, physicians, or patients. Work activity in the setting is rarely exposed to the risks of blood borne diseases. Rarely exposed to cleaning and office chemicals. Material handling activities require an occasional maximal lift effort of 25 pounds and a negligible constant lift effort. Other non-material handling activities require occasional bending (stooping), occasional squatting (crouching), occasional kneeling, constant sitting, frequent walking, infrequent standing, and occasional stair climbing activities. Perform moderately difficult tasks requiring hand eye coordination. Vision requirements include far acuity, near acuity, depth perception, field of vision and accommodation. Must be able to hear normal sounds with background noises. The individual must have the ability to communicate (verbally and written), organize, demonstrate effective time management skills and initiate professional growth opportunities.

ONGOING COMPETENCIES

(JOB

SPECIFIC DUTIES & RESPONSIBILITIES

): Complies with organizational and departmental policies and procedures. Provides for confidentiality, security and integrity of patient information Demonstrates understand of universal precautions, hand-washing, and isolation precautions Verbalize understanding and demonstrates competency for effective cleaning, basic maintenance and disinfection of work environment and equipment. Log-on/off, Internet/Intranet, MS office applications including Outlook, Office, Word, Excel, Phones and VM, Scanning and archiving, Paperless registration, NexBar, ReDoc, and meditech.

Displays effective interpersonal skills:

Takes initiative to help patient, co-workers, families, physicians, and other departments. Demonstrates a positive attitude during challenges, changes and problem solving. Courteously answers the phone, routes calls and takes accurate messages. Demonstrates high tolerance for interruption and is able to multi-task and refocus to task completion with attention to detail and a positive and pleasant attitude. Manages the intake process for patient care: Assures order integrity Performs Pre-Registration per protocol Assess patient's insurance requirements Provides accurate information regarding financial information in Meditech and ReDoc Discusses insurance coverage and patient obligation. Investigates missing or unknown insurance coverage by making telephone calls to the appropriate persons to include employers, patients, and/or family members, referring physicians, and insurance companies. Verifies all insurance benefits and billing information documenting same as required in all systems. Completes authorization process Completes Registration process per protocol Collects required deposit/ CoPay from patient following receipt of cash protocols Registers and schedules patient for appointments and procedures using established processes. Completes patient registration to include demographic, clinical and insurance information. Educates clients and obtains consent signatures from appropriate party for patient treatment and regulatory compliance forms. Creates necessary medical records and scans all pertinent documents Schedules patients within ReDoc system with attention to recapture of cancel/ no show Proactive in solving scheduling challenges. Notifies clinicians of patient arrival in a timely manner Completes reminder calls Record Keeping Maintains audits as assigned Scans records Establishes and maintains a routine to ensure that documents requiring outside signature or tracking are managed in a timely manner Investigates information requests for records and/or billing issues and follows up with patient/company and/or forwards to appropriate department. Assists in identifying and procuring and maintaining equipment and supplies necessary for providing patient care services. Keeps manager informed of equipment and supply needs. Assists with defining appropriate par stock levels. Organizes supplies in an effective process Assists in maintaining clean working environment and equipment Completes logs & tracking systems accurately Checks and maintains equipment and cleanliness and logs compliance in accordance with BMH policy. Office related responsibilities Opens office daily, ensuring all lights are turned on, doors open, cabinets unlocked, music system turned on, ensure exam and treatment rooms are ready for use Contributes information to Manager for successful operations including recommendations for improved office workflow and business/ marketing information Checks all treatment areas daily (morning & before start of afternoon clinic) to ensure that cleaning vendor has thoroughly completed his/her daily tasks Checks the waiting rooms; organizes and picks up any debris left in the area Keeps the checkout window stocked w/pens & sign in sheets Weekly checks supplies (office, clinical) and orders items Manages all aspects of the membership experience, to include: scheduling of appointments, client records and billing, reporting and tracking of financial assistance records. Helps maintain calendars for all LifeFit events. Schedules and coordinates all functions held on behalf of LifeFit Wellness Staff. Keeps Manager and Program Coordinator informed of changes/conflicts. Maintains all paperwork and flyers for membership and service line. Coordinates all events and activities for LifeFit Wellness Center by maintaining attendance list, mailing reminder cards, developing, and distributing printed materials for advertisement, collects/deposits money to cashier, coordinates security for events as needed, confirms instructor availability and any necessary equipment/supplies for the event. Appropriately answers and screens telephone calls for DCC, LifeFit Wellness, Rehabilitation, and LifeFit Cardiac and Pulmonary Rehabilitation as assigned. Acts as information center for DCC, Wellness Center, and Cardiac and Pulmonary Rehab program. Receives, greets, and directs visitors. Conducts tours of the facility, as needed. Demonstrates ability to assist with the development of program promotional materials, policy & procedures, correspondence and reports, and to proofread and finalize copy. Assists with miscellaneous correspondence for other related departments including, but not limited to LifeFit Wellness, LifeFit Cardiac and Pulmonary Rehabilitation, LifeFit Community Health, Rehabilitation, and LifeFit Employee Health as assigned Provides assistance registering patients for outpatient services, and assists staff with the processing of outpatient referrals as directed. Travel may be required at the direction of leadership. Perform additional duties as assigned