Clinical Office Assistant

• Performs patient interviews either in person and/or by telephone, to obtain and document patient demographic and medical coverage information within registration area and processes order for rehabilitation services:

• 1)Assures patient information is accurate via review of patient identification materials, insurance card/insurance policy materials.
• 2)Compares and verifies provided patient information with system patient information.
• 3)Assures all patient information is accurately and correctly entered into the patient information system according to established policies and procedures.
• 4)Assures that all required information for ‘clean claim’ billing is accurately entered into the system.
• 5)Assures that patient has physician orders and, required referral, for evaluation or treatment services.
• 6)Assures that all registration policies and procedures are explained to the patient and/or patient caregiver to include referral/pre-certification policy.
• 7)Assures that all required signatures are obtained.
• 8)Assures that self-pay and co-pay expenses are collected and documented appropriately.
• 9)Provides materials and verbal instructions to the patient and family members on appointment hours, cancellation and scheduling procedures, cancellation policy and general services of department.
• Performance of patient reception services in support of department activities:

• 1)Greets, acknowledges and assists patients and family members in a professional and welcoming manner.
• 2)Answer phones and take messages or redirect calls appropriately.
• 3)Monitors flow of patients through waiting area in such a manner that patient waiting times do not exceed the established waiting time standard.
• 4)Assures patient and patient family members’ confidential information is handled according to established guidelines, policies and procedures.
• 5)Directs and escorts patients to service areas if required
• 6)Assists patients and patient family members in obtaining appropriate and accurate personal and medical information within the scheduling and registration process.
• 7)Provides accurate information for self-pay and co-pay customers
• 8)Assist in contacting and rescheduling patients in the case of a therapist call in or change of schedule.
• Assists in clerical services related to revenue capture in support of department services

• 1)Monitors ongoing patient authorizations and supports clinical staff in acquisition of continued patient visits, by collaborating with physician offices and payers.
• 2)Collaborates on claim billing with business office.
• 3)Compiles pertinent patient information and relays required information to medical records.
• 4)Enters charges on the same day as services, monitoring accuracy of charge entry.
• Preparation and dissemination of correspondence

• 1)Supports clinical staff in preparing and formatting therapy reports including evaluations, progress notes, discharges and letters of medical necessity.
• 2)Collects data and develop and/or prepare departmental reports as requested by manager.
• 3)Composes correspondence as requested by manager.
• Contribute to a harmonious work environment and positive guest relations:

• 1)Fosters positive communications between all members of the department team.
• 2)Demonstrates knowledge of proper telephone function and proper telephone etiquette.
• 3)Acknowledges and respond to all internal and external customers who access the department.
• 4)Coordinates incoming and outgoing calls including recording and reporting of pages and messages.
• 5)Participates in Performance Improvement through monitoring indicators as assigned and attend department meetings and appropriate inservice education.
• Supports the patient care team in the activities related to the delivery of care and maintenance of patient care areas:

• 1)Assists in the maintenance of a clean, tidy and safe treatment area environment by assisting with daily tasks of cleaning, tidying up and checking of equipment/temperature logs.
• 2)Prepares patient treatment areas when necessary.
• 3)Maintains cleanliness and organization of immediate work area.
• 4)Ensures timely and accurate processing of orders for unit and equipment repairs.
• 5)Demonstrates the ability to respond to emergency situations such as Code Blue, Code Red, Code Grey etc.
• 6)Works in a manner that is in compliance with hospital infection control standards, OSHA and other regulatory agencies.
• 7)Promotes patient safety by reporting of issues through established channels and participating as requested in safety initiatives.

• High School education or equivalent. Knowledge of medical terminology is strongly preferred. 2-3 years related experience is required. Previous computer experience is beneficial. This position will need to recognize needs and behaviors of a variety of age groups of patients treated, i.e. understand normal patterns of adolescent behavior and look for signs of normal aging. Prior experience with various age groups is preferred.

• Typing 20-30 words/minute Good communication skills Proficiency with computer input, strong keyboard skills Ability to function in a stressful environment with a high level of empathy, tact and poise Knowledge of general office equipment
• CPR Certification within 6 months of employment.

• Ability to successfully complete hospital-based training for Unit Admitting Associate. Ability to rotate shifts to provide coverage. Willing to be called off based on unit demands. Exposure to various contagious diseases, radiation, hazards associated with their use. The candidate must be highly customer service oriented. May be required to participate in community service programs such as Think First, Moving Mountains, adapted/wheelchair sporting events, community outreach, etc. The candidate must be able to perform physical tasks such as hearing the client, viewing the computer screen, verbalizing instructions and processing manual dexterity for data entry; ability to lift 20 lbs. of computer paper.
• If position has direct patient care or direct patient contact the following lifting requirement supersedes any previous lifting requirement effective 06/01/2015. Ability to lift up to 35 pounds without assistance. For patient lifts of over 35 pounds, or when patient is unable to assist with the lift, patient handling equipment is expected to be used, with at least one other associate, when available. Unique patient lifting/movement situations will be assessed on a case-by-case basis.

Advocate Health Care