COORD6 - OFFICE COORDINATOR, Occupational Therapy - 0620
SUMMARY
To coordinate the activities of the Occupational Therapy and Speech Therapy Departments via numerous secretarial duties.
JOB DUTIES
Performs scheduling of O.T. and S.T. services for outpatient treatments so that availability of staff and patient coincide. Communicates with therapists need to identify openings for new referrals. Eliminates delays in scheduling patients consistent with department policy.
Receives patients into the department for scheduled appointment times. Redirects any situations where patient scheduled time and patient arrival time do not coincide.
Communicates to manager observations regarding billing vs. treatment time discrepancies.
Manages insurance, managed care correspondence. Avoid delays in insurance approvals by communicating to PCP/referring MD. Pursues insurance approval and/or processing P.O.C.
addresses scheduling delays, etc. with therapists. Initiates communication as necessary.
Constructively provides feedback on statistical reports, policies and procedures, performance appraisals to promote quality O.T. and S.T. services.
Performs office duties for example: picking up and delivering mail, interdepartmental correspondence, posts received deliveries, etc.
Reviews catalogs, discusses pricing with vendors, updates resources for price checks on purchased items. Orders supplies to maintain stock levels for patient items, department items and office supplies. Practices cost-containment and utilizes proper hospital purchasing procedures.
Utilizes office equipment effectively and efficiently in a manner consistent with its intended use.
Utilizes appropriate computer software as required.
Checks ordered items against items charged to department monitoring budgeted costs.
Accurately types standard letters, reports, tables, forms and the like from rough drafts, samples, etc., using computer systems; proofs the errors, submits for review if indicated.
Completes typing and filing assignments, including filing medical records for O.T. and S.T. patients, accurately and within appropriate time frames. Updates records and files as directed.
Posts information to records, logs and databases. Prepares monthly and annual statistics for audits. Forwards reports to appropriate departments.
Provides medical records to Business Office and to the Medical Records Department.
Prepares charts for new outpatients, including doctor prescription (all pertinent information) and appropriate documentation forms.
Obtains written doctor’s prescriptions following verbal orders.
Enters patient charge data into computer. Interprets data for inpatient and outpatient services.
Receives patient into the therapy waiting room and notifies O.T./S.T. of patient’s arrival.
Follows up with patient scheduling days, conflict of appointments, no shows, etc. Is responsible for resolving these issues.
Demonstrates ability to set work priorities; strives to achieve deadlines.
Able to coordinate multiple tasks during work to achieve completion of tasks and maximize productivity and efficiency.
Performs duties in an assigned manner with little or no need for direct supervision. Takes initiative for guidance and direction for successful performance of duties when necessary.
Demonstrates responsibility for receptionist area, obtaining coverage during breaks and absences.
Maintains work environment in neat and orderly fashion that others may utilize space.
AGE/DEPARTMENTAL SPECIFIC COMPETENCIES
Utilizes calm speech and is non-confrontational when discussing issues associated with occupational therapy services to patients and/or visitors.
Involves patient, and if appropriate caregivers, at all ages for scheduling of appointments.
Is able to place calls for patients of all ages for transportation.
Includes information to the patient and/or to the parent/family for infants about what to expect during the occupational therapy.
Demonstrates the ability to gather confidential insurance and payment information for patients of all ages.
Facilitates transportation of the adult and geriatric age groups via wheelchair from entrances so that they safely arrive in occupational/speech therapy.
Demonstrates the ability to assist the therapist in obtaining proper assistive devices from DME providers if necessary for all age groups.
SPECIFIC JOB DEMANDS
Strength: Sedentary Work - Lifting, Carrying, Pushing, Pulling 10 Lbs. occasionally. Mostly sitting, may involve standing or walking for brief periods of time.
Reaching: Occasionally - Extending hand(s) or arm(s) in any direction.
Handling: Occasionally - Seizing, holding, grasping, turning, or otherwise working with hand or hands. Fingers are involved only to the extent that they are an extension of the hand.
Fingering: Occasionally - Picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand or arm as in handling.
Talking: Frequently - Expressing or exchanging ideas by means of the spoken word to impart oral information to clients or to the public and to convey detailed spoken instructions to other workers accurately, loudly, or quickly.
Hearing: Frequently - Perceiving the nature of sounds by ear.
Near Acuity: Frequently - Clarity of vision at 20 inches or less.
MINIMUM EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
High school diploma or the equivalent required. Secretarial training preferred. Some typing proficiency to complete projects correctly and in a timely manner.
Minimum one year experience in a receptionist-clerk position including computer experience, with a working knowledge of word-processing programs, typing, and filing. Some background with spreadsheets and databases is helpful.
Must be able to communicate effectively and exchange information with:
Customers, families and/or significant others, visitors, and patients for scheduling of treatment, relaying general and confidential information and taking messages.
Physicians taking prescriptions, scheduling patient treatments, relaying confidential patient information.
Occupational/speech therapy staff to facilitate effective treatment to patients, scheduling of staff caseloads.
Insurance companies and office staff of same and of referring sources to insure coverage of the patient.
All staff of Meadville Medical Center in a positive manner.
Students, volunteers, observers for the most efficient functioning of the department and hospital.
Organizational and analytical skills necessary to develop reports, forms, calculate statistics, monitor reports generated in other departments.
Ability to follow directions and take initiative to carry out assignments with little to no mistakes.
Ability to concentrate, prioritize, plan and react calmly to function proficiently and to resolve patient and/or other customer problems in occasional stressful situations. Able to complete work with numerous unrelated interruptions.
WORKING CONDITIONS
Mostly pleasant indoor climate controlled environment with little exposure to excessive noise and dust.
Occasional exposure to patient elements and distasteful patient care activities.
Normal 8 hours per day/early evening Monday through Friday. Start time is on a rotational basis as needed to meet the needs of the department.
DISCLOSURE
MMC commits to review, under the intent of this standard, and in coordination with medical professional opinion’s and physical demands job analysis performed by certified professionals, an individual’s ability to be reasonably accommodated within the role they are responsible and qualified to perform.
MMC is committed to complying with the Americans with Disabilities Act (“ADA”) and providing equal opportunity employment for qualified persons with disabilities. All employment practices and activities are conducted on a nondiscriminatory basis. Meadville Medical Center will follow any state or local law that provides individuals with disabilities greater protection that the ADA.
Every effort has been made to make your job description as complete as possible. However, this in no way states or implies that these are the only duties you will be required to perform. The omission of specific tasks does not exclude them from the position if the task is similar, related, or is a logical assignment to the position, or is imperative for patient care and to meet emergency situations.