Department Assistant

Supports an environment in which patients and families are encouraged to participate in care and decision making at the level they choose.

Provides support to the Rehabilitation staff by maintaining records, preparing correspondence and reports, handling requests for information and performing other clerical functions such as greeting guests, filing, data entry, copying, faxing and scheduling appointments.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Maintains all outpatient Physical Therapy charts and files:
  • Assembles new patient charts; updates profiles on all patients
  • Forwards/faxes referrals, progress notes and reports to physicians for signature and/or review
  • Properly distributes contents of discharged charts and deactivates account numbers in billing system
  • Forwards required documentation to Billing department upon request
  • Greets and schedules new Physical, Wound, Hand, Occupational and Speech Therapy outpatients,

obtaining patient information and consent confidentially and accurately; enters information into the

patient’s medical record accurately.

• Verifies worker’s comp and automobile patients’ insurance; obtains insurance authorization when necessary.
• Prepares and processes correspondence accurately and efficiently; sorts and distributes mail.
• Answers telephone within three rings, relaying interdepartmental information accurately and

promptly; answers routine inquires; forwards calls to appropriate discipline.

• Books, coordinates and reschedules patient appointments, accommodating patient preferences and

allowing efficient use of provider time and equipment; relays necessary messages or appointment

changes to staff .

• Orders office and clinical supplies; assists in the care and maintenance of office equipment.
• Attends department meetings, records and maintains department meeting minutes promptly and

accurately.

• Attends MediTech training, relaying information to department staff and relaying department

concerns to Group; provides related in-servicing to department staff.

• Adheres to OMH policies and procedures to minimize risk of harm to patients or staff.
• Accepts and supports a culture of teamwork.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• High school graduate or equivalent.
• Reading, writing and math skills usually acquired through completion of a high school diploma or equivalent in order read, understand and follow oral and written instructions.
• Knowledge of grammar, spelling, punctuation and medical terminology to type from draft copy or dictation, or to review and edit reports and correspondence.
• Knowledge of office practices and clerical skills such as appropriate telephone protocols, managing files, preparing records and correspondence and use of equipment including copy machine and fax machine at a level normally acquired through a minimum of 3-6 months previous related experience or 3-6 months on-the-job training.
• Ability to operate a computer, printer and other office equipment; knowledge of PC and mainframe computer systems; proficiency in Windows based programs and Excel spreadsheet formats.
• Interpersonal skills necessary to communicate effectively with staff, managers, patients and visitors.
• Time management skills necessary to meet workload demands; attention to detail necessary to maintain and update status on work orders.

WORKING CONDITIONS/PHYSICAL DEMANDS

• 
  Generally pleasant clinical office environment.
• Frequent periods of prolonged sitting. Occasional standing or walking.
• Occasional stooping, bending, stretching or reaching for files or supplies.
• Manual dexterity sufficient to operate a keyboard, type at 60 wpm, operate a copier, telephone and other office equipment.
• Hearing must be in the normal range for telephone contacts.
• Possible exposure to diseases, toxic substances, medicinal preparations, noise, blood or body fluids and other conditions common in a hospital environment; potential for personal harm or

injury is limited when proper safety and health precautions are followed.