Outpatient Clinic Administrator - Full Time

Carolina Therapy Services

16d

About The Position

The Outpatient Clinic Administrator for Carolina Therapy Services, Inc. will assist other members of the Outpatient Clinic team in daily operations including, but not limited to, the duties listed below. The Outpatient Clinic Administrator will report directly to the Director of Pediatric Services or the Clinic Operations Manager.

Responsibilities

Greeting clients and visitors
Scheduling Appointments – includes appointments/evaluations for new clients and existing clients. Follow up with clients if client is late/does not show. Update therapists’ schedules to reflect appointment types including but not limited to: no authorization, cancelled within 24 hours, no show, make up visit, etc.
Maintain new referral/client information – responsibilities include sending out and receiving back new client packets, schedule evaluations, file evaluation reports within 7 days and mail a copy to parent/legal guardian and a copy to referral source, schedule client with therapist, enter new client into billing software, ensure all information in client chart is complete so we can bill for services.
Responsible for obtaining coverage for evaluations and treatments. Responsible for oversight of clinic staff member’s schedules to ensure treatment time is maximized and all clients are seen as scheduled.
Preparation and management of client charts – responsibilities include preparation of patient chart at client’s check-in, enter client in electronic health record (onset, SOC, date, name, DOB, insurance, co-pay, codes).
Provide Billing Support – Collect any co-pays and/or other amounts owed at client check-in as instructed by the Outpatient Billing Specialist. Send all co-pays to corporate office as instructed and in a timely manner.
Ensure all equipment is stored appropriately and is in good working order. Ensure any work orders for equipment or facility repairs are directed to corporate in a timely manner.
Responsible for maintaining a safe working environment for staff and a safe clinical environment for patients.
General office/receptionist duties – including but not limited to answering phones.
Other office and housekeeping duties as assigned – to include but is not limited to ensuring entry way, lobby, and all common areas are safe, clean, and presentable to guests/clients/visitors at all times. Trash and restrooms should be monitored for cleanliness. Restrooms should be stocked with supplies at all times. Ensure a clinic policy is in place to ensure materials and equipment are cleaned on a routine basis.
Maintain customer relationships with referral sources through verbal and/or written communication.
Ensure current professional license for each clinical staff is displayed in designated area.
Assist with credentialing process as needed.
Order supplies and treatment materials – Submit through Corporate Office with Manager/Director prior approval.
Complete insurance verification for new referrals prior to scheduling evaluation and repeat insurance verification monthly using approved insurance verification process.
Other duties as assigned