Job Title: Physical Therapy Schedule Coordinator

Job Description:

Our healthcare team is in search of a detail-oriented and organized Physical Therapy Coordinator. The successful candidate will manage patient schedules, ensure effective communication, and optimize the workflow of our physical therapists.

Responsibilities:

Patient Scheduling: Efficiently schedule patients, aiming for two patient visits per hour for each Therapist. Be conscious of not allowing Department of Labor (DOL) overlap in subsequent hours which could cause a situation with more than the maximum patient limit.

Evaluations: Schedule evaluations while considering pre-existing patient appointments. This may require moving a pre-existing patient appointment to another provider. All changes must be communicated clearly and promptly to all affected parties.

Adding New Evaluations: Add new evaluations to WebPt (if it exists, otherwise the referral coordinator or Front Desk will do this and confirm appointment availability with you).

Progress Note Review: Regularly review files and check EMR to ensure it has not been 10 visits or 30 days since the last progress note. If so, a new one must be completed and therapists need to be informed ahead of time for preparation.

Tracking Patient Frequency and Visits: Use the active patient list and prescribed frequency to ensure patients are scheduled and stay scheduled for their prescribed frequency of care and number of visits. This should be done at least three times a week.

Appointment Duration: Understand the duration of various appointments. While most PT visits last one hour, DOL PT visits require two hours. Keep these differences in mind when scheduling to avoid overlaps.

Overlapping Appointments: Manage appointment overlaps effectively. A PT should not have more than two patients scheduled within the same hour, with occasional exceptions for evaluations. Under no circumstances should a PT be scheduled with four patients within the same hour unless short-staffed and the Therapist has approved and agreed to the circumstance. This is an exception, not a normal way of operating.

Prior Authorization - monitoring for PA expirations, visits and time and ensuring those are submitted to Partha and communicated to the Therapy Team.

Evaluation Scheduling: Prioritize comprehensive and focused evaluations by scheduling them at times when the PT does not have any other patients and/or times that other therapists that may need to take on an evaluating therapist's patients have no or 1 patient.

Medicare/BCBS: Make sure that, whenever possible, Medicare patients are scheduled with an OT or PT, not a PTA, and never schedule two Medicare or Two BCBS on the same provider in the same hour.

Resolving Conflicts: Manage scheduling conflicts promptly and effectively. Adjust the schedule immediately in case of an overlap to avoid overloading the PT. Discuss with medical and Front Desk any changes that are made so any medical visits the same patient may have can be changed as well.

Patient Management: Handle unexpected patient scenarios, such as unscheduled arrivals or late arrivals. Develop and implement strategies to mitigate such occurrences.

Accountability: Inform patients about their appointment times and the repercussions of late arrivals to improve punctuality and efficiency.

Assist with Documentation: Once completed with scheduling processes of 1-12.

Monitor and Assist Patients: Assist patients in care with treatment as directed by therapists.

Interdepartmental Communication: Handle any and all inter department communication between therapy team and other departments to help avoid disruptions in patient care and miscommunications.

Reporting discharges and med update appointments: every discharge report and record number of visits prescribed and number of visits complete. If it was a complete care discharge, extended care discharge, incomplete discharge or an admin discharge because a patient fell off and also record treating provider. These are stats that need to be kept and tracked.

The Physical Therapy Coordinator is a key member of our healthcare team, playing a pivotal role in ensuring smooth operations and high patient satisfaction.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice

Commitment to Diversity:

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Core Medical Center recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business, we hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k) matching

Schedule:

• Monday to Friday

Experience:

• referral coordinator: 1 year (Preferred)

Work Location: In person