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Rehab Office Rep - 2746

Job ID JR126824 Date Posted 08/05/2022
Chula Vista, California
  • Medical Offices
  • Day
  • Regular
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Shift Start Time:

8 AM

Shift End Time:

4:30 PM

Additional Shift Information:

Weekend Requirements:

As Needed

On-Call Required:


What You Will Do
Provides secretarial/clerical support for designated department(s) with minimal supervision.

Preferred Qualifications
  • H.S. Diploma or Equivalent
  • 1 Year experience in a health care setting.

Essential Functions
  • Coordinate meetings and calendar schedules
    Schedules meetings and related resources (room, AV, food, etc.) and confirms participants.
    Prepares agenda and attachments, attends and takes minutes for meetings as directed.
    Coordinates schedule of designated individual(s) using appropriate computer applications and ensures schedule is current and accurate.
    Coordinates meetings and schedules to ensure there are no conflicts.
    Schedules special functions as directed.
    Demonstrates a positive, caring attitude to all customers by providing prompt, courteous and competent assistance in both personal and telephone interactions.
    Uses IDX/PIM/Care Cast system to pre-register and register outpatients, and to order medical records as needed by outpatient staff for therapy treatments. Accurately records all patient demographic and finding information on referral form. Verifies patient insurance benefits and elibibility. Maintains system for collecting insurance cards and keeping insurance cards and keeping copies of cards current.
    Ensures that prescription with diagnosis is available prior to first scheduled appointment.
    Scheduled appointments do not extend beyond re-certification period or MD orders.
    Ensures re-certifications are received prior to scheduling extended therapy patients (Medicare). Ensures authorization extensions are received prior to scheduling patients for appointments (SCMG).
    Appointments are scheduled within insurance authorization time frame.
    Initial appointment is scheduled within 48 hours of referral or manager is notified of need for additional staff: MD is notified if patient is not able to be scheduled. MD is notified when patient has cancelled/FTS 3 times.
    Schedules transportation for patient through Van Service when necessary.
    Calls patients daily to remind them of their next day's appointment.
    Notifies therapists immediately when patients call to cancel their appointment.
    Schedules patients so they are treated by no more than 2 different therapists during their entire Out-patient stay.
    Schedules patients for their evaluations and treatments on MediServe without error. Ensures correct treatment scheduling so the patient is aware of correct appointment dates and times.
    Uses scripting as appropriate when answering phones, transferring calls, performing service recovery and when scheduling initial appointments.
    Always an example of AIDET and follow the 12 Behavioral Standards.
  • Department efficiency and effectiveness
    Maintains organized and orderly workspace.
    Orders supplies, forms, linens, and equipment, maintains stock per guidelines.
    Completes requisitions and obtains necessary authorizations.
    Manages and operates equipment safely and accurately including obtaining supplies, troubleshooting, and calling for maintenance (e.g. fax, copier, printer, laptop, Proxima).
    Manages department resources e.g. keys, signage, badges, phones, parking permits, other__________________________________ per guidelines.
    Arranges for additional resources (temporary staff, volunteers) and provides direction within scope of responsibility.
    Coordinates office moves, space modifications, computer access and other__________________ as directed by supervisor.
    Collects patient co-payment and accurately documents transactions.
    Picks up and organizes the Front Office and Waiting Room during and at the end of the business day and fills informational racks with appropriate materials as needed.
    FAS completion and entry in an accurate and timely manner. Informs Manager of data collection discrepancies/inconsistencies.
    Distributes and collects sign-in sheets for Staff Meetings and in-services. Places and organizes sign-in sheets, agendas, meeting minutes, handouts and presentation materials in the Staff Meeting and In-service Manuals.
    Maintains organized departmental records, files and manuals to ensure information and records are kept confidential yet readily accessible.
  • Secretarial support
    Prepares basic correspondence, memos, presentations, flyers, spreadsheets and other documents as requested.
    Proficient in the use of computer applications to complete documents/work assignments.
    Reviews and edits materials as requested.
    Navigates the Sharp Intranet site.
    Obtains all needed physician prescriptions and Medicare certifications.
    Collect and calculate all departmental statistical information needed by Finance and for departmental operations on a per pay period and monthly basis.
    Follows-up on insurance and Work Comp referrals, authorizations and extensions to ensure timely and appropriate patient treatment.
    Generates and calculates VA charges and statistics monthly.
    Generates quarterly SCMG reports of capitated and non-cap patients treated >60 days.
    Discharge patient accounts daily for patients no longer receiving therapy.
    Detects potential errors/discrepancies in the raw data submitted, and on final productivity reports.
    Distributes mail and inter-office correspondence prior to noon, following mail rotation schedule; sends fax's and distributes incoming fax's; makes copies as needed.
    Assists with other miscellaneous duties as needed.
    Follow/Maintains a system for logging outgoing therapy forms which include monthly therapy summaries, Initial Plan of Care and Out-Patient therapy order sent to and received from physician offices.
    Prioritizes mail (including electronic mail), checks deadlines and initiates responses/action items or refers appropriately.
    Develops and maintains databases and uses computer applications as appropriate.
    Maintains organized department records, files and manuals to ensure.
    Information and records are kept confidential per guidelines.
    Completes department specific forms/record/data management per guidelines (e.g. personnel, vendor, charge/billing, special projects, other_____________________).

Sharp HealthCare is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability or any other protected class

H.S. Diploma or Equivalent
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"After nearly 10 years of working here, it's still one of the hardest jobs I've ever loved. If you find a niche here, you'll be working with some of the smartest in the industry. This is where they'll respect you for thinking outside the box and kindness matters. They expect consistency and hard work, but pay you well to do it."

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