Secretary Physical Therapy
Pinehurst Surgical Clinic
Pinehurst, NC
Full-time
Administration / Clerical
Posted on November 5, 2022
SUMMARY:
The Secretary I for the Physical Therapy Department performs clerical tasks ensuring a smooth and efficient department flow. They are responsible for helping patients gain access to medical treatment facilities which includes communicating well with members of the public and accurately recording data. They are responsible for providing quality and efficient customer service to our patients. They are responsible for providing quality and efficient customer service to our patients. They will assist the Physical Therapy Manager with the daily staffing, scheduling, training and problem solving of the department. They may perform some or all of the categories of tasks contained in this position description. They provide support to a department or to the lead secretary.
POSITION REQUIREMENTS:
Check-in
End of Day
Answer telephones/Process faxes
and/or
Register New Patients and Schedule Appointments
and/or
Complete Precertifications
and/or
Cover for Secretary IIs when they are on PTO or out of the office.
and/or
Fill in for the Physical Therapy Tech when needed
Requirements
PREFERRED QUALIFICATIONS:
PERSONAL CHARACTERISTICS:
The Secretary I for the Physical Therapy Department performs clerical tasks ensuring a smooth and efficient department flow. They are responsible for helping patients gain access to medical treatment facilities which includes communicating well with members of the public and accurately recording data. They are responsible for providing quality and efficient customer service to our patients. They are responsible for providing quality and efficient customer service to our patients. They will assist the Physical Therapy Manager with the daily staffing, scheduling, training and problem solving of the department. They may perform some or all of the categories of tasks contained in this position description. They provide support to a department or to the lead secretary.
POSITION REQUIREMENTS:
Check-in
- Greet patients and their caregivers on arrival
- Collect accurate information such as patient demographics and insurance information
- Relay information to relevant staff members
- Collect copays and balances as required or instructed
- Assist patients with questions, concerns, and issues
- Give out appropriate paperwork including but not limited to face sheet, MIPS, and PHI
- Other duties as assigned by manager, leads, or other superiors to limit downtime
End of Day
- Balance daily transactions
- Add up all receipts and balance with monies received for the day
- Write deposit for monies collected
- Print out daily transactions and reports
- Check out patients
- Schedule referrals as needed
Answer telephones/Process faxes
- Promptly answer the telephones using approved scripting
- Provide assistance to patients
- Task all clinical questions to physicians or clinical staff per clinic policy
- Utilize instant messaging or other department communication method to immediately contact clinical personnel with urgent requests
- Return all phone calls within one business day; urgent calls immediately
- Provide accurate messages to all staff and task physicians with referring physician requests
- Process incoming faxes and send out faxes as needed daily
and/or
Register New Patients and Schedule Appointments
- Enter or verify demographic and insurance information
- Use ihealth task to register patient if info is received from patient portal
- Process incoming referrals based on clinic and department policy
- Assess whether a referral from the primary is necessary based on patient insurance
- Assure the patient's insurance has a contracted insurance carrier
- Schedule the appointment
- Provide the patient directions and any needed information to prepare them for the appointment
- Send note to the patient and referring physician for patients who don't show up
- Make note in patients chart for patients who cancel their appointments
and/or
Complete Precertifications
- Verify the insurance card is up to date in the system
- Check eligibility
- Accurately complete the benefit form
- Contact the insurance carrier on-line or by phone
- Task the benefit form to the financial counselor and if the patient is present, escort the patient to the financial counselor
and/or
Cover for Secretary IIs when they are on PTO or out of the office.
- Schedule and order tests/procedures
- Obtain precertifications and referrals as needed
- Enter charges into the computer system
and/or
Fill in for the Physical Therapy Tech when needed
- Providing instruction and demonstration with regard to proper use of equipment
- Assisting Physical Therapist with clinic operations
- Assisting patients with light exercises during physical therapy sessions
- Helping patients to move from room to room
- Cleaning and preparing treatment areas and equipment before and after each session
- Observes patients' progress for the Physical Therapist
- Performing clerical tasks, such as answering phones and scheduling appointments
- Handling the necessary paperwork, such as filling out insurance forms
- Arranging supplies
- Performing other related duties as assigned
Requirements
PREFERRED QUALIFICATIONS:
- Experience in a clerical position preferred
- High school diploma or equivalent
- Knowledge of medical terminology and insurance plans is beneficial
- Experience in Microsoft Office and data entry systems
- Knowledge and understanding of billing and payment procedures
- Ability to multitask and maintain strong attention to detail
- Ability to speak clearly and concisely with pleasant attitude, and present a neat appearance
- experience in medical office administration or technology
- Experience with ICD- 10 and CPT-4 coding
- Ability to relate sensitively to patients
- Ability to communicate well
PERSONAL CHARACTERISTICS:
- Compassionate and patient
- Professional demeanor and appearance
- Excellent communication and interpersonal skills
- Strong administrative and organizational skills
- Listens well and devotes full attention to patients and medical professionals
- Maintains composure when confronted with fast-paced and stressful situations
- Pleasant disposition
- Maintains confidentiality
- Service orientation
- Work accurately and methodically