Referral Coordinator​/Office Support SPLIT Position

Overview

THIS IS A SPLIT POSITION MONDAY/WEDNESDAY in Greenville; TUESDAY/THURSDAY in New Bern 8am to 6pm. PLEASE DO NOT APPLY IF YOU CAN NOT SPLIT YOUR TIME BETWEEN GREENVILLE AND NEW BERN

Our Mission: “Changing lives throughout Eastern North Carolina”

The Referral Coordinator builds and supports the relationships between our referral sources, our clients/families and our team to enable us to carry out our mission of serving others efficiently. The Referral Coordinator actively works, schedules and follows up on incoming referrals from medical practices, self referrals and/or community sources.

The Office Support Specialist ensures that the administrative activities within our agency are run efficiently by providing support to the team and clients we serve. The Office Support Specialist is also responsible for optimizing our office systems and processes so we may carry out our mission efficiently. The Office Support Specialist builds and supports the relationships between our referral sources, our clients/families and our team to enable us to carry out our mission of serving others efficiently.

• Support the daily needs of team members by scheduling and rescheduling of clients (only treatments).
• Obtain/send medical history and additional information needed to conduct thorough and excellent therapy services.
• Monitor and enter insurance authorizations for Medicaid (Choice PA, Healthy Blue, UHC, Ameri Health and Wellcare) and private insurances as necessary.
• Engage team members with respect and patience while leaning into their communication/personality style.
• Communicate schedule changes with team members clearly and timely.
• Manage the schedule deliberately to maintain productivity of team members.
• Maintain Electronic Health Records.
• Send/receive faxes.
• Monitor cancellations and no-shows to help increase client accountability and the productivity of team members.
• Collect co-pays and monitor patient balances.
• Deliver an amazing experience for clients and referral sources.
• Greet all clients and answer all incoming calls with a smile.
• Follow up with clients to confirm their appointments on a daily/weekly/monthly basis.
• Understand collecting daily co-pays and patient balances and record in Fusion.
• Develop personal connections with clients and referral sources in meaningful ways.
• Maintain and deliver all client forms for compliance with insurance and clinic procedures.
• Create new client files as needed with detailed information for therapists.
• Maintain a fun and efficient clinic environment for staff and clients/families.
• Housekeeping tasks to maintain a clean and efficient clinic environment; disinfect work spaces daily; organize clinic space; complete laundry and dishwasher tasks as needed.
• Develop and implement strategies for efficient documentation/paperwork flow.
• Assist in gathering content for social media, website reviews, and client testimonials for marketing and “client spotlights” on a weekly basis (Google reviews).
• Assist in creating marketing content and surveys (brochures, flyers, contests, etc.) for referral sources.
• Assist in the development and production of client and team member events and celebration of holidays/special occasions.
• Approach work from multiple perspectives including clients, therapists, and referral sources.
• Maintain the systems and processes around you; fix them when they don’t work, update them when outdated, and eliminate them when not needed.
• Ensure compliance with insurance regulations to maintain the integrity of the company.
• Obtain necessary doctor’s orders and documentation to conduct therapy services (IFSP, ISP, etc.).
• Enter initial authorizations to Medicaid and other insurances and monitor authorizations daily.
• Communicate status of authorizations to therapists.
• Contact referral sources to follow up on MD orders.
• Follow up with patients and referral sources when unable to contact for services (within 14 days).

• Customer service rating scale/Employee Rating Scale > 66
• All co-pays and payments are accounted for in the EMR with 100% accuracy
• Faxes are worked within 12 hours of receiving
• Clinic organization is maintained daily
• Assist in…