Patient Services Coordinator/Administrative Assistant

• 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 on-boarding 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.
• Manage the Front Desk and greet and assist all incoming staff, vendors, visitors, etc.
• Assist with New Hire Orientation; including but not limited to printing/copying training materials, assembling nursing bags, creating name tags, 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.
• 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