Patient Support Representative/New Patient Referral Coordinator at Pain Treatment Centers of America – Harrison, Arkansas

PATIENT SUPPORT REPRESENTATIVE/NEW PATIENT REFERRAL COORDINATOR

Job Title:

Patient Support Representative/New Patient Referral Coordinator

Supervisor:

Practice Manager

Employment Type:

Full-Time

FLSA Classification:

Non-Exempt

Location:

Harrison, AR

SUMMARY OF RESPONSIBILITIES

The position of Patient Support Representative/New Patient Referral Coordinator is responsible for responding to incoming calls, new patient scheduling, and providing excellent customer service.

ESSENTIAL FUNCTIONS

(1) Answers all incoming calls and records all communication and follow-up efforts in the patient’s notes.

(2) Respond to new patient inquiries by answering all calls to the New Patient’s line.

(3) Follows communications scripts, FAQ documents and other resources when handling different topics.

(4) Identifies customers’ and providers’ needs, clarifies information, researches every issue, and provides solutions and/or alternatives in order to avoid unnecessary call transfers.

(5) Maintains knowledge of providers’ scheduling preferences and all procedures offered by PTCOA, credentialing limitations, and the location, schedule, and members of each provider team.

(6) Reviews referrals assigned by Fax Coordinator in individual file folders, starting from oldest to the most current. As such, checks if patient data is already entered in the electronic health records software or creates a new record, chooses geographically convenient clinic location to schedule the patient, verifies insurance, determines if a referral is needed, and reviews the referral to determine if applicable records and imaging documents have been received.

(7) Calls new patient within three (3) days of receiving a referral, and follows the new patient scheduling script to confirm accuracy of information provided by referring source and ensure that patient is placed on schedule in manner dictated by script.

(8) Follows up with self-referrals in a professional and timely manner. As such, calls the patient and requests that his or her PCP send a referral and medical records.

(9) Accesses the patient’s records and appointment history in the electronic health records software.

(10) Clearly communicates patients’ plan of care as designed by the provider.

(11) Schedules and reschedules appointments for patients as necessary, following the appropriate policy.

(12) Promptly returns phone calls, regularly monitors voicemails, and updates the patient’s chart, tagging the appropriate team as necessary.

(13) Regularly monitors EMR messages and responds in a timely manner.

(14) Transfers signed documents into patients’ charts and responds to requests for signed documents from physicians as necessary.

(15) Promptly faxes thank you letters to the referring physician after the patient is scheduled, including the appointment date and time.

(16) Regularly amends the name of the referral record in the shared file to reflect follow-up status.

(17) Compiles and mails New Patient Packets on a daily basis.

(18) Processes referral lists from physicians and sends fax updates.

(19) Processes calls unrelated to new patient scheduling, and transfers the calls as necessary to the appropriate personnel or extension.

(20) Performs other related duties as assigned.

CORE COMPETENCIES AND CORPORATE DUTIES/ RESPONSIBILITIES

• Participate in continuing education/training activities including monthly online training.
• Assist patients, family members, and internal/external clients with concern and empathy; respect their confidentiality and privacy and communicate with them in a courteous and respectful manner.
• Answer and refer telephone calls or other inquiries to ensure accurate and timely communications are facilitated.
• Identify yourself in a pleasant and positive manner.
• Take responsibility for helping the caller.
• Take directions and initiate actions (cross/additional training) that will allow the assumption of cross-functional duties to ensure seamless workflow.
• Demonstrate ability to handle emergency or crisis situations in a prompt, precise, and professional manner.
• Demonstrate sound judgment by taking appropriate actions regarding questionable findings or concerns.
• Investigate and follow through on unusual orders or requests for service or information.
• Follow proper reporting procedures for actual or potential accidents and/or incidents so follow up and/or prevention can occur.
• Record/report the need for service maintenance or repair of equipment and remove any faulty equipment from service.
• Consistently evaluate work and determine if further steps are needed to meet client expectations.
• Take initiative to do to redo inadequate or incomplete work, even if it is not yours.
• Ensure compliance with regulatory standards.
• Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary.
• Minimize non-productive time and fill slow periods with activities that will enable you to prepare to meet the future needs of the company (education, organizing, housekeeping, assisting others).
• Organize job functions and work area to be able to effectively complete varied assignments within established time frames.
• Consistently demonstrate ability to take the initiative to make decisions/choices without direct supervision.
• Adhere to administrative and departmental policies.
• Demonstrate regular attendance and timeliness.
• Do not incur excessive overtime.
• Remain conscientious in regard to personal hygiene.
• Demonstrate knowledge and understanding of all policies and procedures and ability to reference them from appropriate sources.
• Demonstrate adherence and support of company-wide service standards as evidenced by observation and feedback from patients, family members, and other clients.
• Must interact and exchange personnel, and outside agencies on a frequent basis while respecting the confidentiality of patient information.
• Must be able to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Must be able to interpret a variety of instructions furnished in written, or oral form
• Excellent oral and written communication skills.
• Demonstrate a high attention to detail.
• Strong organization, filing, and time management skills.
• Basic computer literacy and typing.

REQUIRED EDUCATION, EXPERIENCE, AND/OR CERTIFICATIONS

The position requires a high school diploma or educational equivalent. One (1) year of prior customer service experience or call center experience is preferred.

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

This is a full-time position. Days and hours of work are expected to include 8:00 a.m. to 5:00 p.m. (Monday through Friday) and 8:00 a.m. to 12:00 p.m. (Friday). Occasional overtime

may be required. The position operates in a professional office environment and the incumbent, in the course of performing this position, spends time writing, typing, speaking, listening, driving, seeing (such as close, color and peripheral vision, depth perception and adjusted focus), sitting, walking, standing, and reaching. The incumbent may operate any or all of the following standard office equipment including but not limited to multi-line telephone system, postage mater, facsimile machines, calculator, photocopy machine, computer/printer, and coffee maker. The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job.

OTHER

Employee performance, in part, is evaluated based upon completion of the tasks listed herein. PTCOA/ISI reserves the right to change this job description at any time according to business needs and/or assign tasks that it may deem appropriate. This document does not represent a contract of employment, and employment with PTCOA/ISI may be terminated by the employee or employer at any time, for any reason.