Secretary/Scheduler, Physical Therapy (Outpatient)

Cape Cod Healthcare

3d•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 secretary/scheduler will handle all aspects of patient check-in, scheduling, communication with payors, and maintenance of medical records, while upholding the hospital's commitment to service excellence.

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.
Respond to telephone inquiries, schedule appointments, and take messages.
Receive and record demographic information for therapy service referrals.
Greet and acknowledge patients in the waiting room.
Check in new patients, collect necessary paperwork, insurance information, and verify physician orders and authorizations.
Explain financial responsibilities to patients and obtain necessary waivers.
Obtain prior approvals and pre-certifications from third-party payors.
Schedule initial and ongoing therapy appointments.
Print and assemble medical charts, ensuring proper labeling.
Sort and distribute mail, including correspondence and recertification forms to physicians.
Process medical record requests from insurance companies and attorney's offices.
Collect patient co-payments and prepare 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.
Reschedule patient appointments and extend schedules as needed.
Confirm and enter Out Of Area Provider information into the database.
Re-register ongoing patients monthly.
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 out.
Maintain efficient flow of daily patient schedule 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 related duties as assigned.