Office Associate, Outpatient, Part Time, Paradise Medical Center

Adventist Health•Paradise, CA

1d•$25 - $30

About The Position

The Office Associate supports the outpatient rehabilitation therapy department in the absence of the office coordinator. The role performs secretarial, medical records, insurance authorization, and admissions duties, provides clerical support, and assists the rehab team with clinical needs as a physical therapy aide. Responsibilities include patient admissions and scheduling, communications, insurance and authorization coordination, patient charge processing, record management, reporting, and general office and patient-flow support.

Requirements

Valid driver's license.
Must be at least 21 years of age.
Receive required vaccinations as a condition of employment and annually thereafter, where applicable; medical and religious exemptions may apply.

Nice To Haves

High school education, GED, or equivalent.
Associate's or technical degree in office administration or business, or an equivalent combination of education and related experience.
Three years of previous office administration or secretarial-related experience and/or training.
Experience as a physical therapy aide in rehabilitation services.

Responsibilities

Admit patients by entering patient data in the AS400 hospital computer system.
Answer departmental telephone calls, take messages, answer questions, and forward calls as appropriate.
Maintain required competencies, licenses, certifications, and education in accordance with local administration, Adventist Health, and regulatory requirements.
Observe work schedules and job requirements and comply with hospital policies, including policies on overtime, attendance, vacation, and confidentiality.
Complete assigned projects in a timely manner.
Attend rehab staff meetings and prepare meeting minutes.
Order office supplies for the facility.
Process monthly reports for Medicare patients and progress reports, obtain physician and physical therapist signatures, and send copies to patient financial services.
Communicate referrals to therapists in writing or by notification.
Compile initial patient-specific information, verify insurance coverage and benefits, obtain therapy authorizations as needed, and provide documentation and progress reports to insurance companies.
Support the general flow of the office, including changing beds, escorting patients to treatment areas, and providing gowns.
Track Medi-Cal TARs as needed and verify Medi-Cal eligibility.
Compile patient charges daily and collect required patient co-pays at the time of service.
Participate in requested or needed performance improvement activities.
Prepare and send department mail, including charges, interoffice mail, timecards, and deposits, between the hospital and outpatient therapy center.
Process subpoenas and medical record requests according to hospital protocol.
Schedule therapy patient appointments on a regular basis.
File and retrieve patient information as needed.
Report chart-audit deficiencies to appropriate staff or a supervisor.
Identify problems and participate in developing solutions within the department.
Review discharged patient charts for complete documentation and therapist signatures.
Track patient visits, frequency, and duration on physical therapy prescriptions in accordance with applicable authorizations.
Update patient-specific information in the computer daily, including contact details, diagnosis, prescription date, insurance information, and physical therapy attendance dates.
Perform other job-related duties as assigned.