Rehabilitation Scheduling & Office Manager

Madison Parish Hospital; Tallulah (LA); On-site; USD 40,000 - 60,000; Full time

Job summary

Madison Parish Hospital in Louisiana seeks a Full-time Administrative Office Manager/Scheduler to oversee daily administrative operations and scheduling for rehabilitation services, including physical, occupational, and speech therapy for inpatients and outpatients.

The role requires strong organization, discretion, and communications with patients, clinical teams, and payers, with a focus on accurate scheduling, timely care, and protecting patient confidentiality in a small-hospital setting.

Qualifications

• High school diploma or equivalent.
• Two years of administrative, medical office, scheduling, registration, or related customer-service experience.
• Working knowledge of office technology, including electronic health scheduling systems, email, word processing, and spreadsheets.
• Ability to communicate clearly and professionally with patients, families, providers, therapists, hospital staff, payers, and community partners.
• Ability to organize competing priorities, maintain accuracy, use sound judgment, and work with limited supervision.

Responsibilities

• Coordinate daily and future schedules for inpatient and outpatient physical therapy, occupational therapy, and speech therapy services.
• Schedule evaluations, treatments, follow-up visits, and recurring appointments according to provider orders, therapist availability, patient needs, payer requirements, and department protocols.
• Monitor inpatient therapy orders and coordinate with nursing units, case management, providers, and therapists to support timely evaluations, treatments, discharge planning, and continuity of care.
• Register or pre-register patients and maintain accurate demographic, insurance, referral, authorization, and appointment information within applicable hospital systems.
• Verify insurance eligibility and benefits, obtain or track prior authorizations when assigned, monitor visit limits and authorization expirations, and communicate coverage issues promptly.
• Contact patients regarding appointments, preparation instructions, changes, cancellations, and missed visits; document communications accurately.
• Balance therapist caseloads, treatment durations, room or equipment needs, and urgent clinical priorities while minimizing delays and scheduling conflicts.
• Respond to telephone calls, electronic messages, faxed records, and in-person requests in a courteous, timely, and confidential manner.
• Maintain referral logs, work queues, authorization trackers, no-show and cancellation reports, and other administrative records required by the department.
• Review schedules and records for completeness and notify therapists or leadership of missing orders, expiring plans of care, unsigned documents, certification deadlines, or other workflow concerns.
• Support charge capture, coding workflow, claim follow-up, or reconciliation activities within assigned responsibilities; refer clinical coding questions to qualified staff.
• Coordinate receipt and release of therapy-related records in accordance with hospital policy and applicable privacy requirements.
• Order and maintain office supplies as assigned and communicate facility concerns to the appropriate department.
• Prepare routine correspondence, reports, meeting materials, and departmental records; assist with surveys, and performance-improvement activities.
• Develop and maintain office procedures, reference materials, scheduling templates, and cross-coverage plans approved by department leadership.

Skills

Administrative experience

Scheduling experience

Communication skills

Computer literacy

Education

High school diploma or equivalent

Associate degree (preferred)

Tools

EHR scheduling systems

Job description

Madison Parish Hospital in Louisiana seeks a Full-time Administrative Office Manager/Scheduler to oversee daily administrative operations and scheduling for rehabilitation services, including physical, occupational, and speech therapy for inpatients and outpatients.

The role requires strong organization, discretion, and communications with patients, clinical teams, and payers, with a focus on accurate scheduling, timely care, and protecting patient confidentiality in a small-hospital setting.