Rehab Clinical Operations Coordinator (Full Time, Days)

Nicklaus Children's Health System; Ohio; On-site; USD 36,000 - 56,000; Full time

Job summary

Nicklaus Children’s Health System in Ohio seeks an Administrative Support role within Rehab/Therapy to assist patient care and access to care operations. The position emphasizes infection control, document scanning into EMR, charge reconciliation, and reliable daily office duties.

Responsibilities include coordinating care, handling POCs, scheduling, and supporting billing with Early Steps and clinical teams, while maintaining organized treatment spaces and equipment logs.

Qualifications

• AHA CPR AED certification required and must be kept active.
• Previous customer service or clerical experience preferred.
• Spanish proficiency preferred.
• Basic mechanical knowledge for light repair/maintenance of equipment.
• Ability to take direction from diverse professionals in Rehabilitative Services.

Responsibilities

• Assist with communication to patients and caregivers explaining evaluation/treatment processes.
• Handle POC assessments, evaluations, re-evaluations, and treatment plans.
• Track and follow up on POC communications with doctors' offices and patients/caregivers.
• Monitor patient transfers, queue management, and collaboration with clinical teams.
• Perform daily charge reconciliation and address discrepancies.
• Scan and organize patient documents into the EMR per HIM requirements.
• Support discharge processes and confirm patient appointments to reduce no-shows.
• Assist in scheduling via CRM and manage same-day rescheduling.

Skills

Customer service

Organizational skills

Ability to work with children

Spanish proficiency (preferred)

Calm under pressure

Education

College coursework (2 years)

Tools

Outlook

Word

Excel

PowerPoint

Job description

Description

Job Summary

Provides assistance with patient care. Supports access to care operations and operational duties for rehab department. Utilizes infection control policies to routinely maintain cleanliness of equipment and toys. Supports daily operations to include but not limited to: ordering and organizing of supplies, charge reconciliation, and scanning of documents into the medical record.

Job Specific Duties

• Assists with communication to patients and caregivers with explaining process for evaluation and treatment.
• Faxes/mails/receives and monitors Plan of Care “POC” for evaluations, re-evaluation, and additional treatment.
• Responsible for tracking, logging, and following-up on POCs with doctors’ offices and/or patients/caregivers.
• Monitors & assists with patient transfers including queue management, review of records, collaboration with patient access & clinical team, & responding to request (approval or denial of transfer).
• Responsible for daily charge reconciliation including daily review, monitoring, and follow-up to address any misses or corrections.
• Responsible for collecting, organizing, and scanning of patient documents into the EMR while following HIM requirements.
• Responsible for following the discharge process of patients accounts.
• Supports in confirming patient appointments and handles any follow up questions in an effort to minimize patient no-shows.
• Supports PEDS scheduling via CRM (or comparable tool) and same day rescheduling changes.
• Coordinates care and supports billing process of Early Steps patients through communication with Early Steps, Pre-Access, and Clinical team and adheres to Early Steps requirements based on region requirements and standard works.
• Assists Clinical Team with patient care activities as directed.
• Ensures that clean sweeps are completed and submitted accordingly to hospital requirements.
• Follows procedures in maintaining environment of care of designated equipment and keeps treatment area clean, organized, and orderly.
• Orders and ensures rooms are properly stocked with linen for patient care.
• Ensures/maintains cleanliness of assigned areas and equipment; maintains equipment/cleaning logs as per cleaning guidelines. F: Daily/ T: 2 hours R:
• Reports unsafe equipment or conditions to leaders or Operations Team upon discovery. Assists in recovery and ordering new equipment. Follows process for corrective action.
• Monitors inventory and ensures adequate stock for both treatment and office supplies.
• Supports other centers as needed to ensure rehab operations continue.
• Ensures that standard work is followed to ensure success of daily operations.

Qualifications

Minimum Job Requirements

American Heart Association (AHA) CPR AED – must maintain active and in good standing throughout employment

• Previous customer service or clerical experience

Knowledge, Skills, and Abilities

• Minimum of 2 years of college level course work preferred
• Previous work experience with children preferred; previous healthcare experience highly preferred
• Spanish proficiency preferred
• Basic knowledge of mechanical skills to perform light repair and maintenance of equipment.
• Able to take direction from wide variety of professionals in Rehabilitative Services
• Able to maintain calm in stressful situations
• Excellent customer service skills
• Excellent organizational skills
• Basic proficiency in Outlook, Word, Excel, and PowerPoint

Job:

Rehab/Therapy

Department:

REHAB-ADMINISTRATION-2100-725725

Job Status:

Professional