Medical Secretary, Physical Therapy

Job Responsibilities

• Answer multi‐line telephone system, direct calls appropriately, relay messages, and provide information to staff, patients, and other stakeholders
• Schedule initial and follow‐up appointments for patient evaluations and treatment sessions, ensuring coordination with clinical staff availability
• Register new patients by collecting, verifying, and entering demographic, insurance, and referral information into the medical records system
• Verify insurance eligibility and obtain necessary prior authorizations for initial visits and continued treatments to ensure coverage
• Prepare and maintain patient medical records before initial appointments and assist in ongoing medical record organization and filing
• Perform daily medical billing tasks, including accurate charge entry and submission of claims to insurance providers
• Track and assist in processing Medicare and Workers' Compensation claims, ensuring all necessary documentation is submitted for timely reimbursement
• Collect and process patient co‐payments, issue receipts, and reconcile daily collections in accordance with clinic policies
• Compile daily department statistics, maintain tracking logs, and report monthly data to the Administrative Secretary
• Assist with medical record release requests, ensuring compliance with HIPAA regulations and obtaining proper patient authorization before disclosure
• Type and distribute meeting minutes for monthly departmental staff meetings and maintain documentation for administrative records
• Maintain knowledge of and participate in departmental performance improvement initiatives, infection control protocols, and the proper use and maintenance of office equipment

Position Qualifications:

Education/Experience

Minimum Required:

• High School Diploma or equivalent; knowledge of general office procedures and strong computer skills.

Preferred:

• Experience as a medical receptionist; knowledge of insurance applicable to outpatient medical care.
• Basic knowledge of principles and procedures for physical therapy, occupational therapy, speech and language pathology and cardiac rehabilitation.

Work Environment

• All work is performed in a department which consists of several clinical rooms and offices and sometimes requires working in close quarters with other employees. These rooms are all air conditioned and heated.
  
  PERSONAL PROTECTIVE EQUIPMENT: As needed gloves, mask, gown as per blood and body fluid precautions.

Age of Patients Served

• All Age Groups

HIPAA Roles‐Based Access to Patient Information

• Clinical ‐ Access to patient information that is not restricted (an example of restricted information is ARU) ‐ Level 3