Department: Therapy Services

Supervisor: Therapy Services Director

Location: Alpine and Thayne Clinics

Schedule: Monday, Wednesday and Friday - 10 hour shifts

Compensation: Dependent upon experience

Benefits: We offer a competitive compensation package that includes:

• Medical, Vision, HSA
• Dental available
• PTO
• Retirement with match
• Employee Assistance Program   

Summary

Clinic Coordinator for Occupational, Physical, and Speech Therapy Clinic

While upholding the Star Valley Health mission, vision and values this key position is responsible for the facilitation and delivery of services to the patients, their families and staff of the Therapy Services Department. Requiring strong interpersonal and advisory skill to effectively manage site operations including but not limited to scheduling daily operations, staff coordination and quality patient care. Assist the Department Director with strategic planning and development, budget planning and personnel management. This is an “at will” position.

Job Duties

Manage Front Office Staff:

· Coordinate patient data collation with various schedules-appointments for patients upon receipt/confirmation of authorization from referral source.

· Oversee PT aides, and other staff. Ensure staff adheres to clinic policies, procedures, and best practices.

· Manage metrics on the dashboard for the clinics

· Coordinate all providers schedules even when they are traveling and review that patients are registered directly this includes for physical therapy, occupational therapy, and speech therapy.

· Maintain a tracking system for time off and update over all platforms as needed. 

· Schedule and organize staff shifts, ensuring adequate coverage at all times for therapist and pt aides.

· Provide training and development to staff, including onboarding new employees.

· Assign duties and monitor performance, offering feedback and support as needed.

· Confirming   that the insurance company covers a procedure or service and that the patient is eligible for benefits.

Liaison Duties:

· Coordinate with the director and manager to determine staffing needs. 

· Review and manage the onboarding of staff ensuring that they have the tools and access needed. 

· Will address any gaps in clinical needs and work with the necessary parties to ensure the gaps are closed. 

· Serve as the primary point of contact between the clinic and external entities such as insurance companies, providers, and other departments within SV Health.

· Address and resolve any issues or concerns raised by internal and external customers promptly and professionally.

Staff Development and Training:

· Organize and conduct general in-services for ongoing staff education and professional development.

· Provide individual instruction and orientation for new hires, ensuring they are well-integrated into the team.

· Facilitate workshops and training sessions to enhance staff skills and knowledge.

Collaboration with Therapy Services Department Manager:

· Work closely with the Therapy Services Department Manager to align program  objectives with clinical, budgetary, and regulatory requirements on a clinic level. 

· Assist in the development and evaluation of strategic plans, ensuring they are effectively implemented for the clinic.

Evaluation and Coordination of Clinic:

· Collaborate with the treatment team to discuss and evaluate patient needs for the clinic or safety issues presented by the environment or culture.

· Modify and coordinate updates and maintenance needs both physical and technical. 

· Ensure treatment recommendations are met: 

• Progress notes
• Evaluation plans
• Insurance requirements 

Referral liaison:

· Process referral records and patient information 

· Maintain data reports and update billing information 

· Check for insurance verification 

· Coordinate across medical departments to ensure proper referral in place 

· Correspond with insurance companies 

· Submitting requests for prior authorizations, processing referrals, and creating custom submissions

Systems:

· Monitor and maintain records of the E.H.R. all staff document in the recommended station and are up to date on training. 

· Ensure that all staff have appropriate access to the systems needed for the jobs. 

· Maintain the payment systems and keep record and account of cash flow. Coordinate with the billing team to rectify any issues that arise from the account and payment. 

Clinic Maintenance and Clerical Duties:

· Maintain a clean and organized work area, ensuring equipment is disinfected after each use.

· Take inventory and order supplies as needed.

· Perform clerical tasks such as answering phones, taking messages, and completing necessary forms.

Training and Meetings:

· Attend scheduled training sessions and meetings to stay updated on industry developments and enhance skills.

· Encourage and facilitate staff attendance at relevant training and professional development opportunities.

Billing and Financial Oversight:

· Troubleshoot and correct billing errors and denials as directed by the billing department.

· Track patient billing information, including 10th visits, Medicare dollars, visit limits, and KX modifiers.

· Coordinate client billing for home health, schools, and other services in conjunction with therapists, the billing department, and related service providers.

· Review all visits for correct type of scheduling. 

Additional Duties:

· Perform other duties and tasks as they arise or are delegated by supervisors.

· Adapt to the changing needs of the clinic and its patients, ensuring high-quality   care and efficient operations.

· Assist  in Midis / Incident reports 

Abilities & Skills: 

· Professional oral and written communication

· Proficient with Microsoft Office products and Internet

· Multi-tasking skills with the ease of changing directions upon request and need

· Sound analytical and problem-solving skills

· Ability to work in a team-oriented environment, communicate effectively, and demonstrate sensitivity to clients, visitors and staff

· Strong organizational and prioritization aptitude

· Comply with HIPAA and other federal, state and local regulations, as well, as maintain the highest degree of confidentiality in client and staff matters

· Position requires constant standing, sitting, walking, bending, lifting, pushing and pulling with 

computer use

Experience & Education:

· High School diploma, or GED required; associates degree in business related field or health care administration preferred

· Two years general health care work experience required

· Knowledge of principles, methods, and procedures for diagnosis, and treatment of patients

Note: Position descriptions are intended to serve as a guideline for typical duties and requirements of a position but are not inclusive. Additional or different responsibilities within the reasonable scope of the position description may be added or deleted at anytime at the discretion of the Board.