Outpatient Rehab Associate

Location: Wilimington, MA
Job ID: 173512-1A
Date Posted: Jan 24, 2022
Category: Specialist

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Job Description

Welcome To

Welcome to Winchester Hospital, part of Beth Israel Lahey Health. Winchester Hospital was the first hospital in Massachusetts to earn Magnet recognition, the American Nurses Association’s highest honor for nursing excellence, three times. It has since received the recognition a fourth time. As the northwest suburban Boston area’s leading provider of comprehensive health care services, the 229-bed facility provides care in general, bariatric and vascular surgery, orthopedics, pediatrics, cardiology, pulmonary medicine, oncology, gastroenterology, rehabilitation, radiation oncology, pain management, obstetrics/gynecology and a Level IIB Special Care Nursery.


About the Job


      Contributes to the Hospital’s mission by welcoming and registering patients in an efficient and empathetic manner. This position is the first face/voice of the department when a patient calls/visits and can have a dramatic impact on making individuals feel welcomed. In addition this position impacts patient safety, clinical care, Registration, and claim reimbursement by ensuring the patient identifiers are correct, Insurance coverage is accurate and effective on the service dates and by collecting copayments. The functions of this position directly affect the bottom line of the Rehabilitation department.


Education Required: High School Diploma or equivalent

Preferred: 1 year of advanced schooling


 Required: 3 years of administrative support/secretarial experience in a health care office setting including 1 year or more of Epic, Google suite experience and efficiency.

Preferred: 3-5 years in a medical office or high volume/fast paced medical center.

Typing experience; 40-55 words per minute, general knowledge of Health Insurance types; HMO/ POS/ PPO


Other Skills/Knowledge Required:

? for safety and quality reasons, must be able to read, write and communicate effectively in English with patients, visitors and fellow members of the hospital team.

? Able to maintain HIPPA confidentiality and professionalism, representing the department and its clinicians professionally within the Hospital and externally.

? Understand and explain Hospital policies

? Strong customer service/relations skills

? Ability to work independently with minimal supervision

? Ability to work in a team environment

? Strong organizational, prioritization skills; attention to detail

? Strong communication skills; written and verbal

? Positive and flexible


Preferred: Medical Office Administrative Support Certificate


Schedule Requirements: Schedule and hours may vary based on department need

Travel Requirements: Based on Department needs


? Reports to the Operations Supervisor

? not responsible for supervising the work of others.


Consistent with the PROMISE principles and inherent in a hospital environment, employees must be flexible in meeting patients’ and the Hospital’s needs. While the list below describes the primary functions of this job, all employees at Winchester Hospital need to recognize that an essential element of their job is the ability to respond to unanticipated and/or changing situations. This may result in assuming responsibilities or tasks, which are not on this list.

As part of the Rehabilitation team, this position:

? performs a variety of tasks to manage operational details that affect the department by completing office and support work.

? Greets patients and others timely and in a manner that is respectful and empathetic. Answers the phone in the same manner

? Receives and screens incoming telephone calls.

                -Notifies appropriate personnel or records messages

                -Handles basic calls, uses answering policy (four part greeting)

? Orders office supplies to maintain office supply par levels.

? Opens, sorts, records and distributes mail.

? Records Department specific issues and brings to team meetings for discussion.

? Provides administrative backup to other administrative staff as necessary.

? Monitors waiting room/area

? maintains Department Files, updates Department memos, policies and procedures

? Interviews patients or designees to accurately and comprehensively collect patient demographic and insurance information and enters into the hospital’s information system. For existing patients, verifies patient identifier to ensure the correct medical record is retrieved.

? Researches patient insurance plan using Web software and verifies insurance eligibility

? May function as the initial department contact for equipment problems.

? Collects co-payments when appropriate and required.

? Answers common, non-clinical/complex questions and escalates questions as appropriate. Provides general information regarding the Department/Hospital.

? Prints new patient consents and obtains patients or designee signature.

? Puts together/gathers appropriate paperwork per reason for patients visit. Sometimes will need to help assist the patient with completing the forms.

? organizes daily tasks to comply with deadlines and/or priorities established by leaders and/or department procedures








? Responsible for providing administrative and clerical services in order to ensure effective and efficient operations of the Rehabilitation departments.

? Attends Staff and Department Meetings weekly/monthly

? Reviews with and educates potential patients about the department and what services are offered.

? Able to schedule patients at all four of the department’s locations

? Prioritizing incoming calls and Patient orders following department guidelines.

? Making decisions when appropriate within the discretion of the departments guidelines and policies

? Provide Clerical Support to Physical and Occupational Therapist

            ? has access to edit Provider Schedules under direction of the supervisor

? Schedules patient appointments following department guidelines.

? scanning of paperwork/forms/outside records into the EPIC Medical Record

? Obtains outside records as needed and uses the appropriate medical record form

? Using Epic in Basket to send patient based messages to the therapist at the patient’s request

    ? Assist in monitoring clinic schedules so clinical time can be utilized to its full capability; including working the department waitlist to satisfy patient and department needs

                  ? Keeping Provider Schedules updated by identifying No shows and following the No show procedure

? Using the department workflow; checking all scheduled patients EMR’s to ensure that all necessary paperwork, information and pre work is obtained and complete prior to the Evaluation.

? Obtains patients Rehabilitative Insurance benefits prior to the patient's appointment and enters the information appropriately in the patients EPIC EMR

? Obtains Insurance Authorizations and Referrals prior to start of patient’s appointment when applicable.

? Follows a department created system for requesting and waiting for insurance/doctor approved authorizations and referrals

? Setting up Workers Compensation and Motor Vehicle Therapy cases in Epic and gathering the necessary information to obtain authorization/payment for services rendered.

? checking in and checking out patients at Arrival and departure of appointments. Making sure the patient has accurate information and paperwork needed to be compliant with future Therapy Scheduled Sessions.

? has knowledge of Medicare Insurance and follows specific Medicare requirements for PT and OT; including the completion of the MSPQ at check in.

? Responsible for monitoring and tracking the Medicare Patient visit compliance workflow; making sure the department receives signed evaluations and progress notes from Referring Doctors. Failure to obtain these can result in non -payment from Medicare for all claims for noncompliance.

? Monitors Department Work Queues; Incoming orders, Appointments needing authorizations/referrals-check in completion, Referral/auths ending soon

? Monitors Department in Basket Pools and defers messages appropriately.

? Needs to be cross trained in all four department specific sub-specialties; Pediatric PT/OT /ST, SEAL(CANCER) PT/OT, Lymphedema Therapy, Women's Health(Pelvic Floor), and, Occupational Therapy(Both Winchester Policy and the WPA Policy)

? Order Office Supplies for department using par levels

? Opens, Sorts, and distributes incoming mail, faxes and other correspondences

? Reconciles Cash Drawer at end of shift. Follows cash handling workflow for department


Per Diem

About Us

Beth Israel Lahey Health is dedicated to improving health and wellness and making a difference in the lives of our patients, their families and all members of the communities we serve.  Formed in March 2019, Beth Israel Lahey Health is a patient-centered, integrated care delivery system providing a continuum of services spanning academic, tertiary and community hospitals, dedicated orthopedic and psychiatric hospitals, primary and specialty care, community acute care, ambulatory care, behavioral services and home health.  Beth Israel Lahey Health Performance Network is a unified joint contracting and population health management organization, jointly governed by participating physicians and hospitals.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.