Admissions-Admin Assistant

Provides support to the Outpatient Rehab Administration Department by performing administrative and clerical operations associated with running an office (reception, registration, insurance verification, scheduling, preparing monthly reports, filing, etc.), ensuring effective and efficient operations. Functions as part of reception/registration team.

• Covers reception area phone with all admission staff
• Provides information to callers, routes calls as appropriate, takes clear and concise messages.
• Checks messages promptly and returns calls or refers messages to appropriate person
Greets all patients in a friendly and courteous manner. Escorts therapy patients as needed.

2. Registration/Insurance Verification

• Explains 1st appt paperwork; obtains proper signatures. Witnesses documents as indicated. Explains Notice of Privacy practices to patients
Registers patients on Meditech CWS system; files appropriate paperwork; sets up charts

3. Scheduling

• Calls patient to schedule 1st appointment within 24-48 hours of receipt
• Directs patients to other sites as appropriate (faster access, closer to their home, etc)
• Schedules initial & follow-up therapy appt’s utilizing the computerized scheduling system.
Creates and/or modifies schedules for staff (acts as “master user” for MediTech scheduling system including training staff, editing data as needed, etc.) Provides timely notification of cancellations to staff and maintains cancellation call list for evals

4. Clerical Duties

• Sends faxes and delivers received faxes to appropriate individual promptly.
• Receives co-pays, prepares deposits and brings co-payments to central Tully location.
• Orders supplies for the department; utilizes Meditech MM system for departmental ordering; verifies purchases against P.O.’s;
• Prepares monthly/quarterly reports for Director including but not limited to volume statistics, patient satisfaction results, productivity reports (Excel spreadsheets)
• Assists with other activities as requested i.e. Medicare correspondence, medical record keeping/retrieval/preparation for copying, charge entry/verification, Internet entry of outcome data, maintenance of front office procedure manual (including finance procedures)

Minimum 5 years’ experience as Administrative Assistant preferred, preferably in hospital administrative setting. Must be proficient in Microsoft office including Word, Excel and Power Point. Prior experience in insurance verification a plus. Good written & oral communications skills. Able to prioritize work assignments on a daily basis, demonstrating flexibility and teamwork to accomplish priority tasks.

• We are committed to building an inclusive workplace that values diversity and inclusion and reflects the diversity of the community and patients we serve.