Patient Service Coordinator | Back Bay Rehab

Under the immediate supervision of the Director of Rehabilitation and Diagnostic Services, is responsible for continuously responsible for representing the office in a professional, friendly and respectful manner. The Patient Service Coordinator helps the facilitation of the patient's progress through the appointment process while always maintaining patient confidentiality.

Registering and Scheduling Patients:

• Schedules all outpatients for appointments keeping in mind the needs of the patients while understanding of therapists specialties and set schedule.
• Notes all Cancellations and no shows in scheduling software and informs concerned therapist in a timely fashion with reasons for cancellation. Work with the patient to ensure that the patient can get in another appointment that week to follow the frequency in the treatment plan
• When registering a patient, ensure that all appropriate fields are filled out to ensure proper data being entered into the system. Verify with the patient that the appropriate data is entered
• Consistently follows departmental policies and procedures
• Completes all medical records documentation and demographics appropriately and in a timely manner in accordance with department/facility policies

Clerical:

• Performs all clerical duties and tasks assigned efficiently and effectively
• Carries out all Fiscal and medical record data collection and coordination in preparation to submit to appropriate departments including billing and finance
• Auditing of charges from the therapist on a daily basis…if errors occur bring to the therapists attention same day for editing
• Complete Accounting and Reconciling spreadsheets at the end of the day of all monies, appropriately. If errors exist bring to the attention of the Director. Fill out the proper paperwork and send over to finance in a secure manner via IOM
• Take proper and complete messages for all staff and convey in a timely manner
• Checks voicemail regularly throughout the workday and returns calls in a timely manner
• Checks both personal work and Back Bay facility email regularly throughout the day.

Follows up with staff to ensure emails are answered in a timely manner

Quality/Customer Service:

• Greets all patients, community and staff with a friendly smile in an open posture addressing by name as able. Notify Therapists of their patient's arrival
• Make all visitors to Back Bay feel welcomed and appreciated they came. Offering assistance as needed to help fill out their paperwork in a private area
• Scanning the lobby area on a regular basis to ensure that all patients and visitors are accounted for and update as needed to inform them of delays. Follow up with Therapist when noted delay
• Completes any data collection as assigned to assist with Quality measures and control
• Answers questions appropriately, and professionally and if not known follows up appropriately and in a timely manner
• May travel to other Huggins Hospital sites as requested

Mind Body Wellness Programs:

• Ensuring adequate notice to patients and members of upcoming membership dues, events, closures, sales etc.
• Ensure that all wellness members fill out the appropriate membership paperwork
• If member is in violation of any of the membership and safety agreements the member will be notified and will be reported to the Director
• Assists in the day to day pool operations to ensure proper testing according to regulations
• Processes payments for memberships, classes, massages and gift certificates
• Completes the accounting and reconciling at the end of the day of all monies appropriately
• Generates reports for sales and attendance as requested

Organizational Expectations:

Attendance:

Attendance is an essential job function; employee comes to work daily, on time, and completes scheduled shift

HIPAA:

facilitates to maintain patient confidentiality

• Internal communication: contributes to positive team performance and a culture of service excellence through effective communication, active listening, and respect
• Interpersonal relationships: maintains appropriate interpersonal relationships with staff, patients, and visitors at all times. Works as a team member with other departments.

Safety:

Practices workplace safety daily

Employee Engagement:

• Actively participates in all hospital Service Excellence initiatives and trainings
• Attends and participates in a minimum of 50% department staff meetings and signs off on review of 100% department staff meeting minutes
• Completes all required annual education on or before the due date

Knowledge Skills and Abilities:

Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that they can perform the primary functions of the job, with or without a reasonable accommodation, using some combination of skills and abilities and possess the necessary physical requirements, with or without a reasonable accommodation, to safely perform the essential functions of the job.

• Minimal physical effort required with occasional light lifting to a maximum of 25 pounds; stooping; and pick, pinch, type, or otherwise work primarily with fingers
• Ability to effectively manage considerable mental stress
• Ability to express or exchange ideas by means of the spoken word
• Ability to receive detailed information through oral communication
• Ability to communicate effectively with co-workers and convey information in a clear, concise and accurate manner
• Familiarity with computer and other business machines

Qualifications:

Excellent interpersonal communication skills, computer skills, detail oriented Medical office experience is preferred Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.