Physical Therapy Office Coordinator (Works Under Cda Tribe PT Llc)

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PHYSICAL THERAPY OFFICE COORDINATOR (WORKS UNDER CDA TRIBE PT LLC)

Job Code:2025-WC-003 Location:WELLNESS CENTER Preferred Experience:Some Experience Required Minimum Experience: Job Category:

QUALIFICATIONS:

This is a non-exempt position serving Indian and non-Indian patients/clientele. High school diploma or GED required. A minimum of five years' experience in an Administrative Assistant or administrative support position is required (equivalent combination of education and experience will be considered). Must have current American Red Cross First Aid Card and Basic Life Support (CPR) certification or be willing to obtain. Valid driver's license required. Minimum two (2) year experience working with the public in a health-related capacity, preferably in a physical therapy setting. Medium to high level of knowledge in MS Office required. Medium to high level of knowledge in Computer Billing/Management systems required. Electronic billing experience with Medicare, Medicaid and private insurance experience required. Knowledge of medical terminology, ICD-10 coding and CPT billing codes required. Must have received or willing to receive COVID19 vaccination per current hiring policies.

ADA ESSENTIAL FUNCTIONS:

• Hearing: within normal limits with or without use of corrective hearing devices.
• Vision: adequate to read 12-point type with or without use of corrective lenses
• Must be able to verbally interact with staff, patients and public
• Manual dexterity of hands/fingers for writing, computer input
• Able to lift up to 30 lbs.,
• Standing/walking 5-25% of the day
• Sitting 25-75% of the day
• Pushing/pulling up to 30 lbs.

RESPONSIBILITIES:

• Maintains a client schedule consistent with the needs of the physical therapy program.
• Schedules, receives, and directs patients and visitors to the appropriate areas using excellent customer service skills.
• Maintains responsibility for general administrative assistant support functions that ensure efficient staff utilization, accurate/timely patient record documentation, and accurate/timely department meeting records/etc. that promotes efficient operation of the department.
• Ensure that documentation of patient treatment sessions are maintained according to department standards and format.
• Produces summaries of services as needed for filing in permanent medical record and/or for program planning and evaluation.
• Maintains appropriate levels of office supplies as needed by staff.
• Attend departmental/facility meetings as required.
• Works closely with the Physical Therapy Manager to ensure program budget compliance and updated information on budget.
• Actively participates in facility risk management program and contributes toward quality assurance activities.
• Develop and maintain an expert level of coding proficiency. Collaborate with Manager/staff with difficult coding issues. Code each referral with an appropriate code that will maximize billing efficiency.
• Create an electronic/paper patient chart according to operating procedures established in department.
• Obtain insurance verification/authorization prior to initial evaluation.
• Provide/discuss insurance information to patients on department insurance forms and obtain patient signature.
• Discuss patient fiscal responsibility and answer any questions with patient.
• Complete Insurance information on Patient Tracking Sheet
• Maintain insurance authorization/reauthorization during a patient treatment cycle.
• Process billing claims (electronic/paper) to appropriate payers electronically/paper in a timely manner.
• Process and send out monthly bills and billing information to appropriate patients.
• Process monthly A&R, identify trends/errors and research, and solve issues. Discuss trends and findings as necessary with the Manager monthly.
• Researches and understands payer requirements for submitting claims, and for resubmitting or appealing previously denied claims.
• Accept/Process/Post patient/insurance payments in a timely manner. Identify trends/errors and research and solve errors in process. Discuss trends and findings as necessary with Manager/staff. Maintain records of all financial transactions.
• Maintains/monitors/reconciles patient accounts.
• Processes and keeps appropriate records of patient/department financial transactions.
• Provides requested financial information/reports to designated tribal departments.
• Works with the Manager and staff to establish, monitor and adjust processes to improve efficiency, identify errors, and create solutions that maximize all department functions.
• Works with the Physical Therapy Manager to manage problem claims timely (i.e., telephone calls to payers regarding delays in payment or problem resolution).
• Works with Physical Therapy Manager and designated tribal personnel to provide and maintain reports and other financial information.
• Reviews selected (as directed by the Physical Therapy Manager) insurance explanation of benefits to ensure accuracy of payments and the appropriateness of all denials
• Serves as the recorder of department and Board meeting minutes.
• Types/save minutes to appropriate electronic drive and notify staff of completed minutes.
• Distributes memos, correspondence and information as needed.
• Assists in the cleaning and maintenance of equipment as needed.
• Maintains appropriate levels of patient supplies as needed.
• Ensure room set-up and perform laundry duties as needed.
• Assists with selected patient care tasks under the direction of the physical therapist/physical therapist assistant.
• Accurately takes and records Blood Pressure, pulse, oxygen saturations and weight when directed.
• Observes and assists patients on/off equipment during warm-ups, cool downs and while exercising under the direction of the physical therapist/physical therapist assistant.
• Observes clients for fatigue, pain, shortness of breath or other adverse symptoms and immediately notifies staff of any urgent situation.
• Promotes injury prevention measures within work environment
• Annually complete a Physical Therapy Technician Competency Skills Checklist.
• Attend continuing education courses, conventions, professional meetings as resources allow.
• Represent the department and market services to prospective referral sources and patients in community.
• The Physical Therapy Manager supervises the Physical Therapist Office Coordinator.
• Performs other duties that may be necessary in the best interest of the department/organization