The Outpatient Rehab Administrative Coordinator provides operational oversight and management to rehab services in Frazier’s outpatient rehab program including: patient scheduling, rehab equipment utilization, appropriate alignment of support staff to the identified therapeutic intervention, and effective communication of these services to the appropriate team members and patients. The Outpatient Rehab Administrative Coordinator effectively communicates programmatic information to prospective patients and routes the patients to the appropriate outpatient team member as needed for more detailed information. Knowledge and understanding of outpatient clinical operations, third party payor expectations, and office coordinator procedures are required.

The Outpatient Rehab Administrative Coordinator manages the outpatient admissions roster and ensures patients are scheduled in a timely and efficient manner to promote patient satisfaction, meet departmental productivity standards, and maintain compliance with routine operational procedures. Services will be scheduled and delivered in congruence with recommendations from the referring provider, therapeutic evaluations, and outpatient leadership team. Therapy should be scheduled in a manner to maximize staff and equipment resources to efficiently support overall departmental operations. As anticipated changes take place regarding patient care, staffing, and equipment function, the Administrative Coordinator will make real-time modifications to the patient, staff, and equipment schedules to meet operational demand, as well as communicate these adjustments to leadership for immediate implementation. Meticulous attention to detail and excellent verbal and written communication, organizational, and interpersonal skills are required.

1. Contributes to the organization and operation of the outpatient rehab program within Frazier Rehab Institute’s strategic plan and mission.

a. Maintains a supportive and close working relationship the outpatient leadership an clinic team members.
b. Identifies departmental needs/requirements for ensuring uninterrupted rehab services to patients as demonstrated by clear and timely communication to patients, support systems, team members, medical providers, and leaders.

c. Remains focused on patient satisfaction. Independently seeks solutions and notifies outpatient leadership when appropriate.

2. Manages the outpatient admissions roster by documenting contact dates and relevant patient information, as well as stratifying patient admissions based upon standard operating procedures.

a. Communicates patient follow-up information with the clinical team as appropriate based upon patient and departmental needs.
b. Maintains accurate and timely files and documents for team member scheduling coverage.

3. Schedules patients in congruence with referring provider and therapist recommendations, while acknowledging unique barriers patients may experience regarding support, transportation, insurance, language services, and/or medical needs.

a. Aligns multi-disciplinary schedules (PT, OT, SLP) and interdepartmental schedules (Inpatient, Outpatient, ATRC) to meet the unique patient needs.
b. Allocates accurate scheduling label, equipment, and appropriate support staff to interventions such as locomotor training, aquatics, telehealth visits, NMES sessions, Community Fitness & Wellness sessions, inpatient therapy needs, caregiver training, meetings, etc.
c. Ensures sufficient equipment availability prior to scheduling patients and team members.
d. Effectively communicates all details of scheduled appointments with team members, including, but not limited to time, date, therapist, equipment, support staff, insurance limitations, expected payment for services, and any other relevant clinical information identified prior to the scheduled appointment.

4. Discusses patient, staff, and equipment scheduling and operational changes with office coordinators and schedulers in other departments to ensure accurate patient and team member communication.

a. Completes scheduling forms and submits to office coordinators for account pre-registration.
b. Immediately notifies office coordinators of patient schedule changes.
c. Collaborates with office coordinators regarding insurance verification and authorization processes. Schedules patient services based upon approved insurance visits, acknowledged restrictions, and defined regulations.
d. Cross trains to support office coordinator functions as needed.

5. Communicates with outpatient leadership to meet patient service demands while scheduling team member “time-off” requests.

a. Utilizes departmental time off calendars and procedures to modify the patient and team member schedules accordingly.
b. Makes modifications to the departmental scheduling platform to reflect team member attendance or “time-off” and notifies patients of any changes to the schedule in a timely manner.

c. Coordinates patient coverage needs to maximize clinical care and maintain patient satisfaction.

6. Utilizes the electronic medical record system and other standard departmental documents as needed to gather information related to scheduling, staffing, and equipment needs.
7. Actively participates in team meetings to evaluate scheduling, staffing, and equipment needs and modifies schedules and operations as indicated.
8. Schedules interpreter services for patients and caregivers with identified language barriers.
9. Performs real-time schedule adjustments based upon cancellations, equipment malfunctions, or sudden staffing changes.

a. Communicates with leadership as needed to address staffing needs and tracks and discusses directed time off to promote fair and equitable processes.
b. Knowledgeable of clinic equipment status through collaboration with leadership to ensure efficient clinical operations and patient/staff safety.
c. Shares real-time schedule changes with the appropriate team members to maintain efficient clinical operations.
d. Tracks patient cancellations and prepares reports for leadership as directed.

10. Contributes to the efficient operation of the department.

a. Completes special projects as assigned according to established timeframes.
b. Prepares and maintains reports of results as requested.
c. Identifies and reports equipment problems which require maintenance or repairs.
d. Facilitates the efficient operation of the department by answering phones, assisting callers or visitors in any way possible.
e. Maintains organization and cleanliness of departmental spaces.

f. Performs other duties as assigned.

11. Demonstrates a commitment to professional and programmatic development.

a. Demonstrates openness to guidance, correction and constructive feedback.
b. Seeks personal and professional growth through the utilization of educational seminars.
c. Reviews the Policy and Procedure Manual and specific Program policies on an annual basis and provides input for revisions and Quality Improvement opportunities within the department and assigned patient programs.

Education / Accreditation / Licensure (required & preferred):
Bachelor’s degree in business or health related field. Master’s preferred.

Experience (required and preferred): Two years of experience in a healthcare setting required, clinical rehab setting preferred. Recent knowledge of Medicare, Medicaid, and Third Party Payor systems, as well as database management and customer service preferred.