Department Assistant - Therapy

Immanuel Living; Kalispell (MT); On-site; USD 32,000 - 46,000; Full time

Job summary

Immanuel Living in Kalispell, MT is seeking a Clerical Services Assistant for the Rehabilitation Services department to handle admissions, discharges, and day-to-day clerical tasks, ensuring smooth operation and patient flow.

You will maintain therapy records, assist with billing liaison, schedule appointments, file charts, and support staff with supplies while upholding privacy, accuracy, and compassionate service.

Qualifications

• Experience in healthcare clerical work or admissions preferred.
• Ability to manage multiple tasks in a fast-paced environment.
• Commitment to privacy and accuracy in patient records.

Responsibilities

• Assist with admissions and discharges for rehabilitation guests.
• Perform data entry, filing, and chart maintenance.
• Coordinate with billing and clinical staff to resolve payment issues.
• Schedule appointments and manage supplies.

Skills

Typing speed

Medical terminology familiarity

Communication skills

Time management

Tools

Microsoft Office

Billing software

EMR / Record-keeping

Job description

Position PurposeThe primary purpose of this position is to perform clerical duties necessary for the smooth, day-to-day operation of the Rehabilitation Services department. This position will also assist with the duties involving admissions, discharges, and follow up, while providing clerical support to other staff, as assigned.ExpectationsExpectations of ExcellenceUnderstand and support the core values, mission, philosophy, and guiding principles of Immanuel Living.Provide consistent quality and valued service, while complying with Corporate and Department policies and procedures and State and Federal regulations.Respect the privacy, confidentiality, and possessions of those IL serves, its staff, and Immanuel Living.Contribute to an atmosphere of positivity, teamwork, and mutual support, while leading by example.Look for the good in others and assume positive intentions. Be caring, compassionate, and hospitable, while acting with integrity and honesty.Ensure that a safe living and working environment exists.Attend work regularly and follow established work schedule, with the ability to vary schedule to meet the needs of the department (including on weekends). Manage use of work time wisely, ensuring that overtime is pre-approved by the Director of Rehabilitation.Education and ExperienceThe incumbent must be at least 16 years of age.The incumbent must be a “self-starter and perform multiple tasks simultaneously and work under time and/or deadline pressures.Required vision abilities include close up and distance, peripheral vision, depth perception, and ability to adjust focus.Rarely < 5% of shift Occasionally 6-33% of shift Frequently 34-66% of shift Continuous >67% of shiftPhysical DemandExamples of Job DutyFrequencySquatting or kneeling down to low surfaces, prolonged kneeling, or sitting on floorFiling in low drawersPicking items up off the floorOccasionallyLifting 0-10 poundsLifting reports, files, papers, pens, pencilsFrequentlyLifting 11-20 poundsLifting large binders / ledgersRarelyLifting 21-40 poundsLifting file storage boxesRarelyReaching above shoulderReaching for supplies, binders, books from upper shelvesRarelyReaching chest to shoulder heightReaching for supplies, binders from cabinetsFrequentlyReaching waist to shoulderTypingUsing telephoneFrequentlyReaching below waist levelPicking up items off floorReaching into lower drawers / file cabinetsOccasionallyCarrying 0-12 poundsCarrying files, boxes of suppliesOccasionallyCarrying 12 poundsCarrying large ledgers, file boxesRarelyPush / pull 0-20 poundsPush / pull desk drawers, door knobsOccasionallyPush / pull 20 poundsPush / pull cart with supplies, boxes of filesRarelyGripping up to 10 poundsCutting paper, holding pens, holding files / bindersFrequentlyGripping 10 poundsHolding box of files to liftRarelySittingPerforming data entryAnswering telephoneCompleting reportsContinuesStandingMoving between work areasFrequentlyWalkingMoving between work areasFrequentlyTwistingGetting into file drawers in sitting and standing positionOccasionallyJob ResponsibilitiesSpecific DutiesRehabilitation ServicesContribute to the financial integrity of IL by acting as a liaison between billing and clinical services, by verifying guest/resident payer information for therapy, entering charges into A/R system, maintaining the billing logs, and resolving any problems and/or errors with payment.Obtain pertinent information from other facilities, as assigned.Contact insurance companies to verify resident/guest insurance coverage and fax certifications to insurance companies.Maintain an organized therapy records storage area by filing, thinning, and auditing, as necessary. Complete miscellaneous audits of therapy records, as assigned.Assemble resident/guest medical charts.Work with supervisor on a daily basis regarding scheduling of therapists.Perform administrative duties, including therapy billing, personnel payroll, collection of statistics, and ordering supplies.Answer telephones and transfer calls.Work and coordinate with team members to meet resident/guest needs.Schedule guests’ appointments.Order supplies and keep track of inventory items.Complete in-kind donation paperwork for the Office of Development for items given to IL by guests/residents / family members.Copy, shred, and fax documents, as well as prepare incoming / outgoing mail.Order uniforms for staff as requested and calculate amount owed and submit to Payroll Department.Keep department clean by vacuuming, mopping, sweeping, and dusting, and processing laundry.Work independently, while prioritizing duties and responsibilities, taking on additional assignments, maintaining accuracy and timeliness with documentation, and demonstrating the ability to problem solve.Respond effectively to sensitive inquiries or complaints from others.Perform other duties as assigned.AdmissionsServe as back-up to the RN Admissions Coordinator and perform duties as assigned.As directed, work with Admissions staff to support the completion of the admission process.Meet with interested parties about possible admittance to or admitting residents/ guests to The Retreat and educate them about short-term rehab and long-term care.Work with hospital discharge planners, medical service providers, potential residents / guests and their families, and The Retreat staff to determine appropriateness for admission.Coordinate and facilitate the admission process with Retreat staff, when deemed appropriate.Follow up with phone calls, as appropriate, to ensure that good transitional care is attained.Conduct admission meetings.Ensure completion of paperwork to include Level One and Level of Care Determination, and admission assessments.Work with The Retreat to update admission documentation, when needed.Update resident Medical Record Face Sheets.Work to complete discharge planning for residents / guests, as needed.Conduct resident social work interviews, as needed.Supervision / LeadershipThis position has no supervisory responsibilities.Serve as a role model for the Immanuel Spirit.Decision MakingThis position may make independent decisions when circumstances warrant such action.Decisions, final recommendations, and/or errors made by the incumbent may affect guests/residents and other staff in the unit/department that this position is assigned to but may, on occasion, affect all staff of Immanuel Living.Job duties typically involve frequently changing conditions and problems, requiring considerable judgment in applying factual background and fundamental principles to the development of approaches and techniques for the solution of problems.This position cannot authorize exceptions to corporate policy or procedure.DocumentationCreate and format therapy forms, as needed.Complete required admission and discharge documentation, as needed.CommunicationEffectively work and communicate with a wide range of individuals from all socio-economic groups, including geriatric guests/residents and those with special needs.Communicate verbally and in writing to other staff members regarding guest/resident care issues.Communicate with supervisor on a routine basis.Participate in training and/or meetings that help facilitate the departmental communication process.Personal InteractionThis position may interact with:Guests/residents, family members, and/or designeesGeneral publicImmanuel administrators, directors, managers, supervisors, staffMedical service providers, including physicians, pharmacists, and discharge plannersOther service providers or representativesFederal, State, Local government representativesMembers of the mediaContinuing EducationAttend workshops and training sessions related to functions of position, as assigned by supervisor.Skills and AbilitiesLanguageRead, write, and understand medical terminologyRead and comprehend instructions and present information to othersRead, interpret, and write routine reports and correspondenceRead, interpret, and implement documents, such as governmental regulations, rules, and procedure manualsMathematicalBasic counting skillsAdd, subtract, multiply, and divide simple numbersUnderstand different methods of measurement percentagesReasoningApply common sense and understanding to carry out instructions furnished in written, oral, or diagram formDeal with problems involving several concrete variables in standardized situationsSolve practical problems and deal with a variety of concrete variables in situations where only limited standardization existsInterpret a variety of instructions furnished in written, oral, diagram, or schedule formDefine problems, collect data, establish facts, and draw valid conclusionsComputerIntermediate computer skills60 wpm while typingEnter data accurately in Elite, EmpowerTime, and Office applicationsEquipment and MaterialsOffice EquipmentOperate multi-line telephone to place, receive, transfer calls, and to retrieve voice mail messagesOperate fax machine to send or receive documentsOperate copier to copy and collate documentsOperate 10-key adding machine to calculate numbersComputer Software and Operating SystemsOperate personal computer with Windows operating system to utilize programs to input, format, edit, save, print, and transmit dataUtilize spreadsheets (Excel) and word processing programs (Word) to input, format, edit, save, print, and transmit dataUtilize Internet and e-mail to access, retrieve, save, print, or transmit documents or data filesUtilize proprietary, custom, or online programs or databases to input, format, edit, save, print, and transmit dataSpecialized Therapy / Nursing EquipmentNoneEnvironmental ConditionsThis position works in a temperature-controlled facility and may travel to and from buildings in all weather conditions.This position may be exposed to:Biological fluids, including but not limited to vomit, urine, fecesBlood-borne pathogensOccupational diseaseRisk of cuts, burns, shock, or other minor injuries not requiring hospitalizationUnpleasant substances, odors, noisesUpset, angry guests/residents, family members, coworkersDisclaimer: This job description is not intended to be all-inclusive. An employee will also perform other reasonably related job responsibilities as assigned by management. Immanuel Living reserves the right to revise or change job duties as the need arises. Also, management reserves the right to change job descriptions, job duties or working schedules based on their duty to find reasonable accommodations, where possible, for individuals with disabilities. This job description does not constitute a written contract of employment.