Therapy Coordinator - Part Time

Spectrum Orthopaedics was recently named the winner of the Best of the 207 Orthopaedics award!

Company Overview

Spectrum Healthcare Partners is Maine’s largest multi-specialty, physician-owned and directed professional organization and is comprised of over 200 physicians practicing in the areas of anesthesiology, orthopedics, pain management, pathology, radiation oncology, radiology, and vascular & interventional services. Spectrum provides services at many of Maine’s hospitals throughout the state and in eastern New Hampshire.

POSITION SUMMARY

Position is responsible for performing a variety of scheduling functions including processing referrals, managing internal physical therapy orders, and basic pre-authorization tasks to provide support/guidance to patients, office staff, physicians, advanced practice providers and physical therapists. Represents the practice in a professional, courteous manner while receiving patients into the practice. 

HOURS: Monday through Friday, 4 days per week, 32 hours. 

ESSENTIAL FUNCTIONS

1. Schedules and coordinates patient appointments efficiently considering therapists availability and patient preference
2. Manages appointment cancellations and rescheduling requests
3. Monitors no shows and rearranges appointments where available, maximizing a provider’s schedule
4. Communicates with healthcare providers to obtain and process patient referrals, and notifies of same day scheduled referral
5. Review’s patient chart to determine what registration information is needed from the patient at time of check-in.  Ensures patient records are accurate and up to date including patient name, address, date of injury, payer information, etc. by verifying existing information or entering updated data into the computer system.
6. Answers incoming internal and external calls.
7. Utilizes electronic health record for messaging to/from clinical staff.
8. Enters patient information into practice management system from faxed referrals, phone or email and schedules appointments per clinical protocol.
9. Performs insurance verification as appropriate to ensure accurate billing to appropriate insurance for patient encounter(s).
10. Performs Pre-Authorization tasks including managing ongoing authorizations and referrals for future visits when required by insurance.
11. Manages incoming faxes and other documents including but not limited to disability forms, referrals, therapy orders, and medical record requests.
12. Scans medical documentation and other required documents into electronic health record or other document imaging system(s)
13. Maintains open communication with clinical staff to minimize interruptions to the providers’ schedules.
14. Provides manager with timely feedback about referral trends and barriers to scheduling appointments

PRIMARY RESPONSIBILITIES

• Collaborates with clinical staff, Patient Accounts and other key members of staff/leadership to answer all patient questions and concerns
• Displays outstanding customer service and strives to maintain positive patient relations by handling problems and complaints in a professional, confidential manner
• Maintains patient confidentiality per state and federal and company regulations
• Attends meetings, as assigned, and participate in educational activities to keep skills up to date
• Demonstrates professionalism always
• Is proactive in identifying, reporting and participating in the resolution of any potential or actual patient safety issues
• Keeps abreast of current issues involving patient care or practice issues by attending and participating in department, team and practice meetings
• Displays cooperative behavior and interacts positively and effectively with others to promote a team environment
• Performs other duties necessary to maintain the overall efficiency and continuity of the clinic
• Support the Company’s Vision and Values

QUALIFICATIONS

• High school diploma
• Knowledge of Orthopaedics helpful
• Two or more years of experience in a medical office or similar role in health care organization/ environment
• Strong customer service skills
• Ability to work independently and as part of a team
• Excellent communication and interpersonal skills, with the ability to interact with all internal and external customers in a professional and caring manner
• Proficient computer skills including Microsoft Office and knowledge of electronic medical records
• Ability to complete work in a timely, accurate and thorough manner
• Ability to maintain confidentiality

PHYSICAL DEMANDS / WORK ENVIRONMENT

• Operation of various office equipment; fax machine, telephone & voice mail system, stationary/lap top computer, scanner, e-mail system, cell phone, pager, and copier – data entry and typing
• Light lifting of paperwork, folders or other general record keeping materials
• Occasional travel amongst company locations
• Lifting of mail bins and boxes up to 30 lbs.
• May be required to sit or stand for extended periods of time
• Occasional reaching, bending

  
  BENEFITS AND PERKS

• Health Insurance (80% company paid)
• HSA Match ($3000 family plan / $1625 individual plan)
• Dental & Vision Insurance Plans
• 401(k) Match and Profit Sharing Plan
• Life and Accidental Death and Dismemberment Insurance
• Long-term Disability Insurance
• Short-term Disability Insurance
• Generous paid time off
• Voluntary, Employee-Paid Benefits
• Medical Reimbursement Plan
• Dependent Care Plan

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