Medical Secretary II - Rehab Services

Winona Health•Winona, MN

5d•Onsite

About The Position

Medical Secretary II 0.5 FTE, 40 hours per pay period Work hours between 7am and 5pm Monday through Friday The Medical Secretary II - Rehab Services is an integral part of the Therapy departments. They are largely responsible for insurance liaison facilitation between the patients, the treating therapists, and the Business Office in the outpatient therapy setting. They meet proactively with patients upon start of care to ensure insurance verification, review payment coverage, and discuss anticipated patient fiscal responsibilities. This caregiver serves to coordinate the documentation activities of the therapists to ensure proper reimbursement, adherence to insurance and regulatory specifications, and departmental policy. Excellent customer service skills are essential. This role is also responsible to support the Medical Secretary I - Rehab Services position functions as described by that role summary. The Medical Secretary II - Rehab Services position works very closely as a team with the other members of the Winona Health Occupational Health, Cardiac Rehab, and Therapy programs. The Medical Secretary II - Rehab Services will be involved in Therapy Services in-services and staff meetings as appropriate. The employee is accountable to productivity and personal and professional growth. He/she should possess the skills to be adaptable to a dynamic team environment and open to the idea of developing, promoting and performing new programs to facilitate rehabilitation. The role may include other responsibilities as assigned. Patient Insurance Verification, Authorization, and Liaison Activities: Verifies insurance coverage benefits for all incoming patients. Completes the majority of new patient registrations. Meets with patients to discuss coverage, anticipated coverage restrictions, authorizations, and/or worker's compensation benefits, as well as to outline any anticipated patient fiscal responsibilities. Facilitates and tracks the necessary authorizations for outpatient therapy visit approval in collaboration with the primary therapist(s). Serves as an expert regarding the necessity, use, and application of Advanced Beneficiary Notices as required. Provides necessary medical record and reports to insurances as requested. Essential Duties & Responsibilities: Monitors patient visit activities and works collaboratively with therapists in addressing any upcoming or outstanding reimbursement authorization issues that may arise and/or extended plan of care (> 3 months in length) when appropriate. Facilitates the discharge process for patients discontinuing with outpatient therapy services. Patient information management: Supports clinical staff documentation processing through patient chart management throughout the episode of care, physician or referral contacts via fax or electronic record, scanning documents into the medical record, inputting data into the medical record under the direction of clinical staff. This role also includes tracking certification and recertification requirements with existing patients and alerting clinical staff of necessary documentation completion and follow-up. Supports the necessary receipt of referring provider signatures on necessary Copies and submits patient records to Health Information Management (HIM), legal institutions, and/or Occupational Health as requested and appropriate. Works collaboratively with HIM for necessary diagnostic coding He/she remains current with therapy legislation and Conducts chart audits and ensures that clinical practices are skilled and medically necessary as reinforced through proper documentation in a thorough, timely, and accurate manner. Assists in the accountability of staff to verify that all documentation, charges, and care complies with Medicare, State, Federal, insurance, and payor requirements as well as departmental policy. Observes and reports to the Director possible discrepancies in policy and Front desk management: Greets patients and alerts clinical staff upon patient Fields departmental calls, retrieves messages, distributes messages, and returns calls as Schedules and registers patients and shares information related to patient insurance authorization and/or worker's compensation benefits. Facilitates patient appointment adherence and referring provider updates regarding patient Receives and distributes departmental mail and Collaborates with clinical and support staff regarding patient scheduling updates and necessary modifications and assists the Director in clinical staff schedule Duties also include traditional secretarial responsibilities such as filing, faxing and Must be independent in using time wisely and promotes the appropriate utilization of Department Data Management: Enters and manages various statistical data through use of spreadsheets and collection materials and assists in data analysis as appropriate. Posts visual data for continuous improvement efforts by the department(s). Instrumental in the updating of the department Pulse websites for public and internal use. Supports staff scheduling functions as Charge Entry Management: Verifies appropriate billing procedures are followed by clinical Verifies charge ent Additional duties may include chart audit preparation and review, recording staff or committee meeting minutes, hospitality coordination, submitting work requests to IS/Building and Grounds/Biomed/Environmental Services, unique projects and form development for clinical or support staff, back-up support for the role of Rehab Department Assistants, opening and closing of department, among others. Other duties and responsibilities as assigned based on facility need and Patient and organizational confidentiality maintained at all times. Participates in performance improvement and completes all required in-service programs to ensure standards are met and skills are kept current.

Requirements

High school/GED/equivalent.
Medical secretary training and coding background
At least 1 year of customer service experience
Proficient in the use of copier/fax machine, multi-line phone, paging system and maintenance of main
Basic computer skills, including Outlook, Word and Excel.
Patient information databases (Cerner EMR, AppBar).
Must exhibit good time management skills, good communication skills, the ability to adapt to changing situations, a positive attitude, excellent customer service skills, an ability to problem solve and suggest solutions and an ability to function successfully in a team
Must possess ability to manage multiple priorities and tasks

Responsibilities

Verifies insurance coverage benefits for all incoming patients.
Completes the majority of new patient registrations.
Meets with patients to discuss coverage, anticipated coverage restrictions, authorizations, and/or worker's compensation benefits, as well as to outline any anticipated patient fiscal responsibilities.
Facilitates and tracks the necessary authorizations for outpatient therapy visit approval in collaboration with the primary therapist(s).
Serves as an expert regarding the necessity, use, and application of Advanced Beneficiary Notices as required.
Provides necessary medical record and reports to insurances as requested.
Monitors patient visit activities and works collaboratively with therapists in addressing any upcoming or outstanding reimbursement authorization issues that may arise and/or extended plan of care (> 3 months in length) when appropriate.
Facilitates the discharge process for patients discontinuing with outpatient therapy services.
Supports clinical staff documentation processing through patient chart management throughout the episode of care, physician or referral contacts via fax or electronic record, scanning documents into the medical record, inputting data into the medical record under the direction of clinical staff.
This role also includes tracking certification and recertification requirements with existing patients and alerting clinical staff of necessary documentation completion and follow-up.
Supports the necessary receipt of referring provider signatures on necessary
Copies and submits patient records to Health Information Management (HIM), legal institutions, and/or Occupational Health as requested and appropriate.
Works collaboratively with HIM for necessary diagnostic coding
He/she remains current with therapy legislation and
Conducts chart audits and ensures that clinical practices are skilled and medically necessary as reinforced through proper documentation in a thorough, timely, and accurate manner.
Assists in the accountability of staff to verify that all documentation, charges, and care complies with Medicare, State, Federal, insurance, and payor requirements as well as departmental policy.
Observes and reports to the Director possible discrepancies in policy and
Greets patients and alerts clinical staff upon patient
Fields departmental calls, retrieves messages, distributes messages, and returns calls as
Schedules and registers patients and shares information related to patient insurance authorization and/or worker's compensation benefits.
Facilitates patient appointment adherence and referring provider updates regarding patient
Receives and distributes departmental mail and
Collaborates with clinical and support staff regarding patient scheduling updates and necessary modifications and assists the Director in clinical staff schedule
Duties also include traditional secretarial responsibilities such as filing, faxing and
Must be independent in using time wisely and promotes the appropriate utilization of
Enters and manages various statistical data through use of spreadsheets and collection materials and assists in data analysis as appropriate.
Posts visual data for continuous improvement efforts by the department(s).
Instrumental in the updating of the department Pulse websites for public and internal use.
Supports staff scheduling functions as
Verifies appropriate billing procedures are followed by clinical
Verifies charge ent
Additional duties may include chart audit preparation and review, recording staff or committee meeting minutes, hospitality coordination, submitting work requests to IS/Building and Grounds/Biomed/Environmental Services, unique projects and form development for clinical or support staff, back-up support for the role of Rehab Department Assistants, opening and closing of department, among others.
Other duties and responsibilities as assigned based on facility need and
Patient and organizational confidentiality maintained at all times.
Participates in performance improvement and completes all required in-service programs to ensure standards are met and skills are kept current.

Benefits

Health Insurance: Options for medical, dental, and vision coverage, as well as mental health support and wellness incentives
Income Protection: Short and long-term disability, plus additional benefits like accident, critical illness, hospital indemnity, legal assistance, and identity protection plans
Retirement Planning: Access to a 403(b) retirement plan with employer contributions once eligibility requirements are met
Work/Life Balance: Flexible scheduling, paid time off, and earned sick time to support personal well-being
Education & Development: Paid training, tuition reimbursement, scholarships, and sponsored seminars to foster both personal and professional growth
Employee Discounts: Special offers with local businesses, including the YMCA and cell phone providers

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