Lead Sr Admin Assistant- Rehab

Penn Medicine, University of Pennsylvania Health System; Doylestown (Bucks County); On-site; USD 32,000 - 46,000; Full time

Job summary

Penn Medicine Doylestown Health Rehab is seeking an Administrative Assistant to coordinate clerical support, manage registrations and patient records, and support rehabilitation and orthopedics services. This full-time role requires strong organizational skills, attention to HIPAA guidelines, and proactive communication with patients and staff.

The incumbent will oversee scheduling, assist with chart reviews, and coordinate education for administrative staff, ensuring accurate record-keeping and

Qualifications

• HS diploma or GED required.

Responsibilities

• Coordinate day-to-day clerical support for Rehab, Orthopedic Institute and Pre-admission testing departments.
• Manage scheduling for rehab services and collaborate with staff to maximize therapist schedules.
• Maintain electronic medical records accurately, including registrations, patient records and chart storage.
• Coordinate and train administrative associates; oversee e-signing and office databases.

Education

HS Diploma/GED

Job description

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Entity: Penn Medicine Doylestown Health

Department: Rehab

Location: 595 West State Street, Doylestown Pa 18901

Hours: Full Time

Job Summary:

Coordinate and lead clerical support associates while providing clerical support services for the Rehabilitation (Rehab), Orthopedic Institute and Pre-admission testing departments.

Accountabilities

• A. Coordinates and provides day-to-day clerical support for Rehabilitation, Orthopedic and Pre-admission departments.
• 1. Coordinates coverage to ensure that the clerical areas are adequately staffed at all times while remaining within budget.
• 2. Coordinates and provides assistance to the clerical Associates.
• 3. Coordinates the daily activities and work assignments of the office staff.
• 4. Coordinates and performs orientation of administrative associates.
• 5. Coordinates volunteers in the clerical areas.
• 6. Coordinates and performs clerical tasks associated with the day-to-day patient and
• 7. Coordinates and performs outcome collection for orthopedic patients.
• 8. Facilitates communication for all departments (i.e., monthly calendars, meeting minutes, etc.
• 9. Responsible for oversight of e-signing system.
• 10. Coordinates Rehab Associate databases such as outcomes, phone lists, licensure lists etc.
• 11. Responsible for the ordering and inventory system for materials/supplies for all departments.
• 12. Ensures that all typing (i.e. meeting minutes, forms, policies) are completed in an accurate and timely manner, filed and distributed appropriately
• 13. Coordinates computer, fax, scanner, e-sig pad and phone needs with MIS.
• 14. Facilitates the education and training of all administrative associates.
• 15. Ensures ongoing competency of all administrative associates.
• 16. Participates in and provides feedback for administrative associate performance reviews and any counseling.
• 17. Performs conference room and meeting scheduling for departments.
• B. Coordinates and ensures maintenance of all electronic medical records.
• 1. Ensures that all registrations are completed accurately.
• 2. Ensures that patient records are created accurately.
• 3. Coordinates the storage of active and old charts based on regulations.
• 4. Coordinates and perform faxes/e-signing and tracking of therapy plans of care/certification.
• 5. Coordinate and complete requests for medical records as per established guidelines.
• 6. In coordination with the lead therapists and manager, create and maintain master files for all office and therapy forms in Word, Excel or Connect as appropriate.
• 7. Ensures that all clerical staff are following policies regarding HIPPA in regard to handling medical records and requests.
• 8. Coordinates and completes insurance authorizations for all therapists.
• 9. Assists manager with chart review and providing supporting evidence to appeal any denials received from billing department.
• C. Coordinates, ensures and performs the timely and accurate scheduling of patients.
• 1. Ensures that scheduling for all rehab services are completed in a timely and accurate manner.
• 2. In collaboration with the Manager and therapists, maximizes therapist schedules.
• 3. Serves as a liaison with hospital departments for all scheduling and payment functions.
• 4. Performs all scheduling for the neurological impaired program.
• D. Communicates with all patients and team members in a collaborative, courteous manner while displaying strong customer service skills.
• 1. Verbal and non-verbal skills will consistently reflect strong communication skills.
• 2. Interaction with patients, physicians and other team members will be courteous.
• 3. Accurately records messages with mandatory elements and provides to the appropriate staff member.
• 4. Accurately records meeting minutes.
• 5. Coordinates assignment of duties in his/her absence.
• 6. Delegates appropriately to administrative associates and volunteers.
• E. Performs all job duties as outlined on the Administrative Assistant-Rehab Services Job description- Job Code Y3101 (Essential Functions listed below)
• Provides all departments with necessary clerical support
• Communicates with all patients and team members in a collaborative, courteous manner while displaying strong customer service
• Performs scheduling functions for rehab service that are accurate, timely and efficient
• Manages electronic medical records including scanning of documents accurately, timely and efficiently.
• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
• Other duties as assigned to support the unit, department, entity, and health system organization

Qualifications:

• H.S Diploma/ GED Required

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.