Office Assistant/Appointment Scheduler

Dilkon Medical Center | Winslow Indian Health Care • AZ

82d

About The Position

Under general supervision of the Chief of Physical Therapy, the Physical Therapy Office Assistant/ Appointment Scheduler provides administrative and clerical support to the Physical Therapy Department and Rehab Staff. This position is responsible for coordinating and managing all aspects of patient scheduling, maintaining appointment systems, and serving as the primary point of contact for patients visiting the Physical Therapy clinic. The individual ensures timely and accurate appointment scheduling, verifies patient information, maintains records, and provides exceptional customer service to patients, staff, and providers. This position plays a vital role in supporting the smooth operations of the clinic, and upholds the principles of WIHCC’s Vision, Mission, and Value Statements while maintaining confidentiality at all times.

Requirements

• High school diploma or GED required.
• One (1) year experience in a medical or office environment preferred.
• Experience handling patient records and working with appointment systems preferred.
• Bilingual skills in English and Navajo strongly preferred.
• General knowledge of computer systems and office equipment (e.g., Microsoft Office, Outlook).
• Must maintain a valid unrestricted and insurable driver’s license.
• Must successfully pass a background investigation and maintain suitable requirements for a Child Care position.

Responsibilities

• Maintains regular attendance and punctuality.
• Answers incoming phone calls with professional etiquette; directs calls to appropriate personnel or handles basic inquiries related to physical therapy services.
• Schedules, reschedules, and cancels physical therapy appointments through the GUI and RPMS system in accordance with department protocols and availability.
• Verifies and updates patient demographics and insurance information prior to appointments.
• Greets and checks in patients; provides instructions and assists in completing necessary forms.
• Coordinates appointments with referred patients and provides necessary pre-appointment instructions.
• Maintains accurate, up-to-date appointment calendars for Physical Therapy Providers and adjusts as needed.
• Contacts patients to confirm appointments or provide reminders; follows up on no-show or missed appointments.
• Conducts patient exit interviews to ensure understanding of therapy instructions, follow-up visits, and care plans; routes patients as necessary for clarification.
• Assists patients in understanding care procedures and navigates them to appropriate services.
• Organizes and maintains patient records in compliance with HIPAA and department procedures.
• Coordinates and ensures that all in-coming PT/OT consults are scheduled in a timely manner.
• Assists Physical Therapy providers with general administrative tasks such as faxing, photocopying, and document preparation.
• Prepares reports, meeting minutes, forms, and department correspondence.
• Maintains filing systems and database entries for program tracking and quality assurance.
• Manages patient waitlists, DNKA (Did Not Keep Appointment) logs, and rescheduling efforts in a timely and efficient manner.
• Requires completion of tasks or duties assigned by a supervisor.
• Upholds all principles of confidentiality and patient care to the fullest extent.
• Adheres to all professional and ethical behavior standards of the healthcare industry.
• Adheres to WIHCCs Personnel Policies and Procedures, departmental policies, rules, and regulations.
• Interacts in an honest, trustworthy and dependable manner with patients, employees, visitors, and vendors.
• Possesses cultural awareness and sensitivity.
• Maintains compliance with all Human Resources requirements.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED