The posting
Job Description
Job Requirements:
Organizational Requirements:
Adventist Health is committed to the safety and wellbeing of our associates and patients. Therefore, we require that all associates receive all required vaccinations as a condition of employment and annually thereafter, where applicable. Medical and religious exemptions may apply.
Adventist Health participates in E-Verify. Visit https://adventisthealth.org/careers/everify/ for more information about E-Verify. By choosing to apply, you acknowledge that you have accessed and read the E-Verify Participation and Right to Work notices and understand the contents therein.
Job Summary
- Cost Accounting Type: Variable Direct
- Exempt: No
- Performs the secretarial, medical records, insurance authorization and admissions, duties in the absence of the Outpatient Rehab Therapy Office Coordinator. Provides support to the department in clerical areas while attending to other clinical needs of the Rehab Team as a Physical Therapy Aide. This position is represented by RCHEA.
Standards of Behavior
Line of Responsibility and Authority
- LINE OF AUTHORITY: Office Associate (Outpatient) - Director of Rehab Services
Professionalism and Self-Development
Education and Qualifications
- EDUCATION AND EXPERIENCE: A degree in office administration or business preferred, or two to three years previous office administration/ secretarial related experience and/or training, or equivalent combination of education and experience.
- EDUCATION AND EXPERIENCE: Five years of experience as a P.T. Aide in Rehabilitation Services
- EDUCATION AND EXPERIENCE: High school graduate or GED
- EDUCATION AND EXPERIENCE: One-year college or technical school in office administration required
- LICENSES OR CERTIFICATIONS: A valid California drivers license when travel is required
- QUALIFICATIONS: Able to organize and maintain good follow-up
- QUALIFICATIONS: Able to relate well with other staff members and various other hospital personnel in a courteous professional manner at all times
- QUALIFICATIONS: Able to type quickly and accurately
- QUALIFICATIONS: Able to work independently with minimal supervision
- QUALIFICATIONS: Above average computer skills with knowledge of various software applications, including, but not limited to Microsoft Word, WordPerfect and Excel
- QUALIFICATIONS: Evidence of automobile insurance when travel is required
- QUALIFICATIONS: Utilizes good oral and written communication skills sufficient to meet the demands of the job
- QUALIFICATIONS: Working knowledge of medical terminology
Physical Requirements/Work Environment/Use of Senses and Communications Skills
- ACCOMMODATIONS: The physical demands and work environment characteristics described here are representative of those an employee typically encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the key responsibilities and essential functions.
- CONFIDENTIALITY: Employee must conform with all HIPAA and other confidentiality regulations as required by the job, department, or hospital.
- EQUIPMENT USED: General office equipment, including computer, printer, calculator, copy machine and other office equipment
- PHYSICAL REQUIREMENTS (a): This job requires frequent bending, squatting, kneeling, climbing, reaching above shoulders, sitting, walking inclines and declines, standing, talking, hearing, and performing repetitive hand motions. Vision requirements include close vision and the ability to adjust focus. The employee will occasionally lift boxes and/or supplies weighing up to 25 pounds. The employee must demonstrate lifting a 25-pound box from the floor.
- POTENTIAL EXPOSURE TO BLOOD & BODY FLUIDS: Category 1 for potential exposure to blood/body fluids. (Requires the performance of procedures or other tasks in the work routine that involve an inherent potential for mucous membranes or skin contact with blood, body fluids or tissues, or a potential for spills or splashes of them. Protective measures should be used while engaged in Category 1 tasks with exposure potential.)
Job Roles
Office Associate (Outpatient) (AHCL)
- Admits all patients by inputting patient data in the AS400 hospital computer system.
- Answers departmental telephone, processing calls by taking down messages or answering questions and/or forwarding calls to other staff members as needed.
- Assumes responsibility for observing work schedule and job requirements, maintaining compliance with hospital policies including overtime, attendance, vacation, confidentiality, etc. and completes assigned projects in a timely manner.
- Attends and prepares minutes for rehab staff meetings.
- Communicates all referrals to therapists in writing/notification.
- Compiles initial patient-specific data, verifies insurance coverage/benefits, and obtains authorization as needed for all therapy patients. Provides appropriate documentation and progress reports to insurance companies as needed.
- Compiles patient charges accurately on a daily basis. Collects co-pay from patient at time of service as required.
- Completes routine filing and retrieval of patient information as needed. Reports deficiencies found in chart audits to appropriate staff, and/or supervisor.
- Identifies problems and participates in the development of creative solutions within the department.
- Maintains and meets expectations on time for all competencies, license, certifications and education requirements as outlined by local administration, Adventist Health (AH), The Joint Commission (TJC), Centers for Medicare and Medicaid Services (CMS), and all other regulatory agencies.
- Orders all office supplies for the specific facility.
- Participates in general flow of office, i.e., bed changing, taking patients to treatment areas, providing gowns, etc.
- Participates in the Performance Improvement activities as requested or needed.
- Prepares and sends all department mail (i.e. charges, interoffice mail, timecards and deposits) between the hospital and Outpatient Therapy Center.
- Processes medical records by checking discharged patients charts for complete charting and therapist signature.
- Processes monthly reports on all Medicare patients. Processes monthly Medicare progress reports; obtains physicians and physical therapists signatures, and sends copy to Patient Financial Services.
- Processes subpoenas and record requests per hospital protocol.
- Schedules appointments for therapy patients on a regular basis.
- Tracks all patient visits as far as frequency and duration on physical therapy prescriptions within the guidelines of authorizations if applicable. Tracks patient specific data in computer on a daily basis (i.e., patient name/address/telephone number; diagnosis, prescription date, insurance information and dates attended physical therapy).
- Tracks Medi-Cal TARs as needed and verifies Medi-Cal eligibility.
- Willingly performs other duties and innovations as assigned.
About Us
Adventist Health is a faith-based, nonprofit, integrated health system serving more than 100 communities on the West Coast and Hawaii with over 440 sites of care, including 27 acute care facilities. Founded on Adventist heritage and values, Adventist Health provides care in hospitals, clinics, home care, and hospice agencies in both rural and urban communities. Our compassionate and talented team of more than 38,000 includes employees, physicians, Medical Staff, and volunteers driven in pursuit of one mission: living God's love by inspiring health, wholeness and hope.
