Secretary/Scheduler, Physical Therapy (Outpatient)

Cape Cod Healthcare•Orleans, MA

2d•Onsite

About The Position

This role is responsible for managing the front office operations of an outpatient physical therapy department, ensuring efficient patient flow and accurate record-keeping. The position involves direct patient interaction, communication with healthcare providers and insurance companies, and administrative tasks to support the therapy team. The ideal candidate will possess strong organizational skills, excellent communication abilities, and experience in a medical setting.

Requirements

Ability to read, write, and communicate in English.
High school graduate or GED.
Two years recent experience (within the past 3 years) in a medical or rehab office, clinic, or comparable hospital experience.
One year recent experience (within the past 3 years) working with third-party payors including referrals.
Successful passage of basic medical terminology course OR successful passage of the CCH Medical Terminology exam.
Demonstrated computer keyboarding skills.

Responsibilities

Answer the phone promptly and professionally, responding to inquiries and taking messages.
Receive and record demographic information for therapy service referrals.
Greet patients, check them in, provide necessary paperwork, and verify insurance information.
Explain financial responsibilities to patients and obtain necessary waivers.
Obtain prior approvals and pre-certifications from third-party payors.
Schedule initial and ongoing patient appointments.
Assemble patient charts, ensuring all necessary documentation is present.
Process mail, including correspondence and physician forms.
Handle medical record requests from insurance companies and attorney offices.
Collect patient co-payments and prepare daily deposits.
Maintain and file medical records and reports.
Update knowledge of third-party payor regulations.
Register patient accounts daily.
Process cancellations and no-show appointments, and notify therapists.
Re-schedule patient appointments and extend schedules as needed.
Confirm and enter Out Of Area Provider information into the database.
Re-register ongoing patients monthly and discharge patients upon completion of services.
Edit therapist schedules for time off, sick time, vacation, and meetings.
Call patients to reschedule appointments when therapists are unavailable.
Maintain efficient daily patient schedule flow and front office operations.
Maintain adequate office and break room supplies.
Assist in processing purchase orders.
Communicate clearly and tactfully with patients and families, maintaining confidentiality.
Attend departmental meetings.
Perform other assigned or requested work-related duties.
Provide service excellence to all patients, families, visitors, volunteers, and co-workers.