Community Memorial Hospital, Hamilton

Compensation

Full Description

Responsibilities And Duties Communication Responsibilities • Answer telephones promptly and courteously. • Schedule patient appointments and manage provider calendars. • Contact patients, physician offices, and insurance companies as needed. • Provide professional and timely communication to support smooth patient flow and departmental operations. Scheduling Responsibilities • Manage outpatient Physical Therapy (PT) ensuring accurate and efficient use of appointment slots. • Will add Occupational Therapy (OT) and Speech Therapy when available. • Maintain daily and long-term scheduling systems. Adapt to new systems with up-to-date technology and EMR systems. • Complete outpatient treatment records and assist in monitoring patient visit frequency and plan-of-care requirements. Records Management - Outpatient • Create and maintain new patient charts, including history, consent, and intake documentation. • Verify complete physician referrals and follow up as necessary. • Maintain accurate documentation in patient charts and record attendance in both paper and electronic systems. • Monitor certification, recertification, duration, and authorization requirements; submit forms for provider signatures as needed. • Check for updated provider notes and discharge summaries, file accurately. • Prepare and send progress notes to ordering providers following evaluations and at required intervals. Statistics, Reporting and Performance Improvement • Record and maintain daily inpatient, outpatient, and swing-bed statistics. • Prepare monthly and yearly statistical reports. • Compile and analyze data for accuracy before submission. • Provide statistics and documentation used in departmental and organizational Performance Improvement (PI) and leadership meetings. • Assist in identifying trends or process gaps that support operational improvements. Compliance & Centers for Medicate and Medicaid Services (CMS) ALIGNMENT: • Support departmental compliance with hospital policies, state regulations, and CMS guidelines. • Assist in maintaining audit-ready records. • Report potential compliance concerns to the Director of Rehabilitation. • Help implement department-level process improvements to maintain regulatory readiness. Billing and Charges • Record outpatient charges daily using the modality sheet. Adapt to new reporting measures as necessary. • Compare billing sheets and inpatient charge logs against charge reports to ensure accuracy. • Communicate discrepancies to Billing or the Director of Rehabilitation. Supplies • Monitor the supply closet weekly and restock as needed. • Organize and distribute supplies appropriately. Insurance Forms and Compliance • Complete PT4 compensation forms and other insurance documents as required. • Verify benefits, document coverage, and obtain pre-authorizations when necessary. • Communicate authorization requirements to clinicians and patients. Medical Records • Provide patient record copies to Medical Records upon request. • Ensure charts are complete and ready for scanning after discharge. Miscellaneous • Assist clinicians with patient mobility tasks when needed. • Notify staff when temporarily leaving the office area. • Perform additional administrative tasks to support departmental growth and efficiency. Job Requirements • High school diploma or GED required. • Minimum of one year of experience in medical office administration. • Strong communication, organizational, and interpersonal skills. • Ability to manage multiple tasks efficiently in a fast-paced environment. • Working knowledge of scheduling systems, insurance processes, and medical terminology preferred.