Secretary/Scheduler, Physical Therapy - Outpatient

1.  Answers the phone in a timely, polite, and professional manner, preferably in three rings or less.
2. Responds to telephone inquiries for information or appointments, and takes necessary messages.
3. Receives telephone and in-person referrals for therapy services; records necessary demographic information.
4. Greets and promptly acknowledges patients’ presence in the waiting room.
5. Checks in new patients, giving patients the appropriate paperwork to complete, photocopies patient's insurance cards, and ensures physician order and insurance authorization is present and valid.  
6. Explains to patients any financial responsibility and has patient sign financial liability waiver if insurance authorization has not been confirmed.
7. Obtains prior approvals and pre-certifications from third party payors for therapy services; documents approval numbers in medical record.  
8. Schedules initial appointment and ongoing series of treatment appointments for therapy services; pre-registers patient and inputs data into database.  
9. Prints necessary forms and labels for medical chart, assembles chart and places labels on each page.  
10. Sorts and opens mail, and distributes to appropriate staff mailboxes, including delivery of correspondence and recertification forms to physicians.
11. Copies and processes all medical record requests from insurance companies and attorney’s offices.
12. Collects patient co-payments and prepares deposit for courier to pick up.
13. Maintains and files medical records and/or reports in proper format and makes available patient records and other materials for treatment, audit, study, or billing procedures.
14. Regularly updates knowledge of third party payor regulations.  
15. Registers patient accounts daily.
16.  Processes cancellations and no show appointments, and notifies therapist of change in schedule.  
17. Re-schedules patient appointments and extends patient schedules as necessary.  
18. Confirms Out Of Area Provider information; including full name, address, phone, fax, and NPI number and enters information into database upon registration as well as files medical record.  
19. Re-registers all ongoing patients on the first of the month after auto-discharge for all patients occurs at the end of the month.  
20. Discharges patients in registration upon patient's completion of services.
21. Edit therapists' schedules as needed to include time off, sick time, vacation, in-service and meeting time.  
22. Calls patients to reschedule appointments when therapist is out, and makes edits in computerized schedule.
23. Maintains efficient flow of daily patient schedule and front office operations. 
24. Maintains adequate levels of office and break room supply materials as needed.    
25. Assists in the processing of purchase orders.
26. Communicates clearly and tactfully with patients and their families, maintaining confidentiality at all times.  
27. Attends departmental meetings as required.
28. Performs other work related duties as assigned or requested.  

Consistently provides service excellence to all patients, family members, visitors, volunteers and co-workers in a manner that reflects Cape Cod Hospital’s commitment to CARES: compassion, accountability, respect, excellence and service.

• 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.