Job Description

The principle role of the Physical Therapy Clinical Assistant is to serve as a centralized receiving point for all incoming prescriptions for physical therapy treatment, to promptly obtain pre-authorization for this treatment, and to schedule initial physical therapy appointments. It is imperative that the individual assigned to this position demonstrate outstanding customer service, function with minimal supervision, and accurately and promptly perform all assigned tasks. The PTCA will be cross-trained as a Physical Therapy Receptionist/Aide (PTR-A) and will work in that capacity when deemed necessary. The PTCA will also serve as the Lead PTA/R when assigned.

EDUCATION AND TRAINING:
• High school diploma or GED
• Graduate from an accredited vocational training program relevant to this position (i.e. Medical Office Specialist, Medical Administrative Assistant, and/or Associates Degree in Medical Administration) or minimum of 1 year experience relevant to the position
• Strong data entry skills
• Working knowledge of Window-based programs, Excel, NextGen, Whiteboard, and VHI
• Bilingual (English and Spanish) preferred
• Must maintain current First Aid/CPR Certification
• Must demonstrate proficiency in all PTR-A duties

ESSENTIAL JOB FUNCTIONS AND DUTIES:
• Receive physical therapy prescriptions from all TMC clinics and outside physicians
• Determine insurance status of employer (subscriber, subscriber/ private pay, or non-subscriber) for all work related injuries
• Confirm managed care insurance coverage and verify PSR acceptance of this coverage
• Promptly schedule patients to minimize unnecessary delays in treatment and comply with established guidance
• If pre-authorization not required immediately contact patient and schedule initial appointment
• When pre-authorization is required contact employer or insurance company, forward all necessary documents and information and promptly obtain authorization for the treatment ordered
• Document all communication with patient, insurance company and employer with the EMR
• In those cases that require pre-authorization contact the patient, verify their phone numbers and briefly explain the authorization process and expected time required
• Document all actions and communications on the administrative form
• Upon receipt of the treatment authorization immediately contact patient, determine the preferred PT clinic and using the available computer software schedule the initial appointment
• Fax administrative form and clinical documents to the PT clinic where initial appointment is scheduled ensuring the arrival of these documents prior to the initial scheduled appointment
• Distribute originals of all documents to the PT clinic where the initial appointment is scheduled
• In those situations where prescriptions are received for treatment beyond the initial period repeat the above process, obtain authorization for additional treatments and provide the appropriate clinic the necessary documents
• Maintain adequate documentation on all patients so that the status of each treatment authorization is immediately available
• Keep patient informed of the status of the authorization process and any unforeseeable delays
• Obtain treatment authorization and schedule the patient in a manner that minimizes the delay between the date of the physician’s prescription and the therapist’s initial evaluation
• Provide status reports to physicians, therapists and clinics
• Log in and out of computer and turn on/off all area equipment
• Keep work area clean and tidy
• Attend staff meeting and continuing education training in-services
• Reads and abides by clinic and company policy and procedure guides and demonstrates awareness of new policies and procedures
• Assist the Director with assigned projects, adhering to deadlines and following timelines as required
• Produce monthly reports to include Physician Referrals, Delay, Productivity and No-Show
• Coordinate department functions; reserving meeting space: inviting attendees; coordinating food and refreshments
• Assist staff members in resolving treatment authorization, payment or reimbursement concerns
• Maintain current forms in Originals Directory
• Make and receive phone calls efficiently and dispatch messages promptly and accurately
• Operate copier, fax and other equipment efficiently
• Any other duties as assigned
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