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Northern Light Sebasticook Valley Hospital

Department: Physical Therapy

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: 7:00 AM to 4:30 PM

Summary:

Under the direction of the Director of Rehab Services, the Lead Rehab Office Coordinator will keep abreast of insurance regulations that impact the rehab department, and create or change documents to support new insurance policies. The Lead Coordinator will update staff and educate as needed to assist with implementation of changes that are needed for both documentation and for charging. Flexible work hours will be required. . The purpose of this job is to proactive regarding insurance changes, be a key source of information and to educate others as to these changes. This position does not entail supervision of the other Office Coordinators, although it does involve sharing new information with the other office coordinator as well as clinical staff, and can involve changes to procedures and documents, subject to director approval. The lead positon involves all the duties of the Rehab. Office Coordinator in addition to those that are specific to Lead Rehab Office Coordinator.

Responsibilities:

• Utilizes continuing education, seminars, professional publications and hospital in services to remain current in PT, OT, ST and CR policies and insurance regulations. • Modify procedures relating to scheduling to maximize efficiency, and initiate changes subject to director approval when necessary. • Keep up with insurance rules and regulations and educate others regarding changes. • Complete charge master request forms for changes, additions and deletions of rehab CPT codes. • Perform monthly Series Batch Report. • Perform Medicare Secondary Payer Report. • Reconcile the monthly Write-Off Report, including investigation of cause and changes needed to minimize write-offs. • Monthly Co-pay Tracking Report. • Create yearly Excel Rehab Monthly Stats Worksheets with new budget and prior year totals. • Track and report Gas Card program. • Yearly, update Medicare reimbursement rates in order to track the therapy cap limits for each patient with Medicare insurance. • Acts as a liaison to all departments and personnel for Rehabilitation questions.. • Assist the Director of Rehab with special projects, including audits, presentations, and insurance and documentation education. REFERRALS/SCHEDULING: • Take referrals over the phone, fax, etc. and schedules initial visits. • Schedule patient appointments, cancel appointments and reschedule appointments when necessary. Call to schedule van rides for our patients. • Adjusting schedules to get in ASAP evaluations. • Schedule interpreter services for all patients who will not use the interpreter app. • Maximize productivity by minimizing therapist down time. • Send letter to patients who no-show their evaluation asking them to reschedule. • Fax notification to ordering provider when a patient no-shows or reschedules an evaluation appointment. • Schedule SVH ergonomic evaluations. Submit work order for permanent changes to therapists’ master schedule and school schedules Schedule monthly staff meetings and book down therapists’ schedules REGISTRATION/INSURANCE: • Receive orders from providers and obtain a provider signature page when needed. • Contact providers regarding missing and/or incomplete order information. • Pre-register patients’ accounts by entering all pertinent patient data and insurance information into the computer accurately. • Contact insurance companies to obtain insurance information and document this information in the patient’s account for each new evaluation. • Run insurance through software verification system. • Get insurance referrals from primary care physician office if necessary. • Complete pre-authorization forms when needed. • Assemble charts for the patients, fill with necessary paperwork and create patient labels. • Call patients to notify them of visits and reschedule if necessary. • Verify demographics with patients when they arrive for first visit and make appropriate changes in registration system. • Have patients sign consent form. • Assist patients in completing forms when needed. • Collect copays and scan insurance cards. • Once therapist has discharged a patient chart, enter discharged date into the patient’s account in the registration system and send chart to medical records. CHARGE ENTRY/RECONCILIATION/STATS: • Audit the patient chart, verifying that the charges are correct and match the therapists’ charge sheets and that their documentation is complete. • Enter all daily rehab charges and G-codes from therapists’ daily charge sheets. • Reconcile charges posted and correct errors if any. • Verify that all charges have crossed over to billing system. • Enter daily stats onto an Excel spreadsheet. • Track dates of service on an Excel spreadsheet for patients with Medicare/Medicare Replacement plans, in order to insure therapist have completed G codes when needed. • Track charges on Excel spreadsheet for patients with Medicare, to track patient’s therapy cost so that the therapist will know when the therapy cap has been met and KX modifiers will be needed. • Create bills for occupational therapy school hours and forward to accounting for payment. CUSTOMER SERVICE INTERNAL/EXTERNAL: • Identify and greet all patients and notify therapists that their patient has arrived. • Prepare for the next business day by having patient charts ready for their evaluation and calling the patient to remind them of their appointment and what they need to bring with them to this appointment. • Maintain safe environment which includes knowing and understanding hospital and departmental policies and procedures. • Report and directly address identified environmental hazards when appropriate. • Report and directly address violations of patient safety policy and/or protocol when involved or observed. • Maintain clean environment. Newport must wipe down lobby, gym and bathrooms on off cleaning days. • Help with snow removal in front of building as needed. • Newport office maintains the front of the building including gardens. • Provides excellent customer service. CLERICAL SUPPORT: • Answer incoming calls using proper telephone etiquette per SVH’s Service Excellence – providing customer service to patients, routing calls appropriately or taking messages. • Fax appropriate paperwork to physician practice to get necessary signatures. • Scan evaluations with diagnoses to HIM for coding. • Send and distribute all department mail – interoffice and US Postal. • Maintain PAR levels and order supplies for department. Pick up supplies and restock shelves, keeping order in the supply closet. • Order all code cart medical supplies for cardiac rehab. • Building safety checks, including fire extinguisher checks. • Maintain petty cash. • Perform daily deposit. • Track copay information on a monthly Excel report. • Track no-shows by insurance companies on Excel report. • Track interpreter services on Excel report by date and time and reconcile bill to services provided. • Conduct patient chart reviews. • Record temps for refrigerators, freezer and paraffin machine. • Newport office reports dirty linen totals . • Copy patients’ chart for HIM when needed. • Clerical support services for the Rehab Department staff . • Provide support and assistance to the Director of Rehab. • Obtain necessary patient information including history, insurance, reports, clinical documents in order to provide therapists and nurses with the most accurate current patient information. • Participate in annual In-service education. • Maintain a safe environment which includes knowing and understanding hospital and departmental policies and procedures. • Report and directly address identified environmental hazards when appropriate. • Report and directly address violations of patient safety policy and/or protocol when involved or observed. • Other duties as requested by Director.

Other Information:

Competencies and Skills

• Achieves Results: Sets high standards for their own outcomes and seizes opportunities to engage others towards objectives. Consistently moves forward with direct actions in order to attain or exceed objectives. Manages their own time effectively to accomplish assigned tasks. Successfully prioritizes multiple projects and duties as needed.

• Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.

• Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.

• Demonstrates Adaptability: Learns quickly when facing a new problem or unfamiliar task; is flexible in their approach with changing priorities and ambiguity. Manages change effectively and does not give up during adversity. Capable of changing one's behavioral style and/or views in order to attain a goal. Absorbs new information readily and puts it into practice effectively.

• Demonstrates Emotional Intelligence: Exhibits a high level of self-awareness, self-management, other awareness and relationship management. Conducts themselves in an empathic, appropriate way, with a sense of humor and stimulates a collaborative work environment. Is respectful of the attitudes, feelings, or circumstances of others and aware of the influence of their own behavior on them. Is aware of relevant social, political, system, and professional trends and developments and uses this information for the organization's benefit.

• Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level.

• Exercises Sound Judgment & Decision Making: Understands and processes complex information, which allows for appropriate and accountable conclusions. Does not react too quickly or slowly. Balances facts, goals, and potential approaches taking the appropriate criteria into account. Makes active decisions and commits oneself by communicating confidently and respectfully.

• Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.

• Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.

• Promotes Health and Safety: Promotes a healthy and safe environment for patients, employees and visitors. Advocates and models healthy physical and mental health behaviors even in challenging circumstances. Sets high quality standards and strives for continuous improvement and quality assurance by reporting and encouraging others to report near misses and safety issues.

• Provides Patient-Centered Care: Demonstrates understanding of patient care quality and service as organizational priority. Proactively supports change to improve patient experience and results. Exhibits the ability and willingness to find out what the patient wants and needs and to act accordingly, taking the organizational and outside resources into account. Cooperates, collaborates, communicates, and integrates care within and between teams to ensure that care is continuous and reliable.

• Serves Others: Strives to understand, meet and exceed the expectations and requirements of internal and external customers which may include the people and communities in our service areas. Develops and maintains relationships, alliances and coalitions within and outside the organization and leverages them in order to obtain information, support, and promote cooperation and collaboration.

Education

• Required High School Diploma/General Educational Development (GED)

Working Conditions

• Potential exposure to diseases or infections.

• Potential exposure to hazardous materials.

• Work with computers, typing, reading or writing.

• Extend body and limbs to reach items.

• Lifting, moving and loading 30 to 50 pounds.

• Prolonged periods of kneeling.

• Prolonged periods of sitting.

• Prolonged periods of standing.

• Prolonged periods of walking.

Position Rehab Office CoordinatorLocation Req ID null