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Department: Rehabilitation Services

Supervisor: Patient Services Representative Supervisor

Supervises: None

Job Summary

Serves as entry point for all individuals who contact Rehabilitation Services and is responsible for creating an outstanding first and final impression of the clinic for our patients, visitors, customers, and staff. Performs various clerical duties to ensure accurate and timely patient care, which may include but are not limited to answering telephones, registering patients, appointment scheduling, insurance verification, chart preparation, submitting accurate and complete billing data to the hospital billing office and mail/message distribution. Ensures that the waiting area appears neat and orderly throughout the day. This position does not provide direct patient care.

Compensation

We are committed to providing wage ranges for all open positions. Please note that the specific compensation for this role will be determined based on experience, education and internal equity considerations. The hourly wage range for this position is $18.74–$26.45. This range reflects the base salary for this position.

Key Accountabilities

COMMUNICATION

Greet and assist patients, visitors, employees, and other customers promptly, directing them appropriately.
Communicate to clinicians when patient is ready to be seen and inform patients about delays and waiting times.
Answer telephone, screen calls, and take messages.
Respond to, investigate and/or direct patient inquiries or complaints to the appropriate rehabilitation staff member.
Follow up with patients to ensure inquiries/complaints have been satisfactorily resolved.
Aid patients when needed for arranging transportation needs, providing directions, locating wheelchairs, etc.

REGISTRATION

Review treatment orders and verify orders meet Rehabilitation Services policies for initiating care.
Register patients; obtain and update demographic and insurance information; verify insurance coverage, ensuring insurance and patient information obtained is complete and accurate, applying acquired knowledge of government and third-party payer requirements.
Scan insurance information and cards.
Prepare all documents for patient appointments,
Ensure patient information and medical history documents are completed and signed, assist patients in filling out patient forms, when necessary
Identify, report and resolve problems regarding registration to appropriate individuals and departments.

SCHEDULING

Schedule patient appointments. Coordinate cancellations, reschedules, and additions to schedules with the appropriate rehabilitation clinician.
Ensure clinician’s time is utilized efficiently, and patient needs are satisfied.
Provide accurate, detailed information regarding treatment preparation, time patient to arrive, and any other directional information needed by patient.
Notify patient of all scheduled appointment dates and times.
Ensure all scheduling data is complete and accurate.

CLERICAL/CHART MANAGEMENT

Prepare daily schedules for each clinician and provide charts for returning patients to each clinician prior to the patient’s arrival.
Prepare new charts, maintain order in current charts as needed
Receive and distribute mail, sorting out time-sensitive and priority documents.
Prepare and/or mail correspondence and other materials as requested.
Perform administrative and clerical duties, such as filing paperwork, when necessary.
Direct final review of discharge charts and arranges for delivery to medical records department.
Review charges by checking Meditech patient’s appointments.
Build Meditech clinician schedules and ensure accuracy in the Meditech dictionary through testing and timely edits.

INSURANCE

Ensure eligibility of patients to receive Rehabilitation Services
Complete all required prior authorization tasks
Serve as a resource for patients and clinicians regarding billing and insurance information
Develop workflow processes to assist in cross-training of other PSR staff

OTHER

Develop and maintain competency on clinic computer systems
Open and closes the clinic each day. Engage/disengage the alarm system as necessary.
Attend all required meetings and in-service education
Maintain personal workspace in a neat and orderly condition.
Ensure reception area and patient lobbies are clean and orderly.
Other duties as assigned.

Required Qualifications

Minimum Education: High School graduate or G.E.D.
Exceptional customer service skills
Excellent communication (written and verbal) and interpersonal skills;
Experience in keyboarding/data entry with an emphasis on speed and accuracy.
Ability to relate to clients of all ages in a professional, courteous manner.
Ability to work in a fast-paced environment with a strong attention to detail and accuracy and demonstrate exceptional multitasking abilities.
Ability to read and understand verbal and written instructions.
Excellent team player who works cooperatively and respectfully with coworkers

Preferred Qualifications

Prior Administrative or Front Desk experience, preferably in a healthcare setting
Knowledge of medical/rehabilitation terminology

Schedule

80 hours per two-week pay period (1.0 FTE)
Monday–Friday; shift coverage between 8:00 AM and 6:00 PM

Benefits

Paid Time Off accrued on first paycheck
Medical and Dental Insurance, Vision Discount Plan
Flexible spending accounts
Life, accidental death & dismemberment, disability insurance
Pension Plan (PERA) with a 7.5% company match
Optional 457(b) Retirement Plans
Tuition Reimbursement
Loan Forgiveness Eligibility – PSLF + MN state programs for qualifying roles
Employer-Provided Certifications + Continuing Education
Additional perks: Free On-Site Parking, Qualified Bilingual Staff Program, Employee Assistance Program, and discounts on cafeteria, scrubs, and OTC pharmacy items

About Us

Northfield Hospital + Clinics is a trusted, independent healthcare system with more than 800 employees. We’re recognized for our collaborative work environment and strong commitment to high-quality patient care and community impact. We’re proud to be named to Becker’s 2025 list of "100 Great Community Hospitals." Our services span the full spectrum of hospital and clinical care, with our main hospital located in Northfield, MN, and primary and specialty clinics in Northfield, Lakeville, Farmington, Faribault, and Kenyon—along with Urgent Care locations in Northfield, Lakeville, and Farmington. We offer care across 48 specialties and serve patients at 22 locations throughout the south metro and southern Minnesota.

Whether you're just starting your career or bringing years of experience, you'll find meaningful opportunities, supportive teams, and a chance to make a real difference here.

*This posting is not a complete list of duties or responsibilities. Job functions, schedules, and terms of employment may change in accordance with applicable laws, policies, and agreements.

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