Administrative Coordinator - Mary Free Bed Rehabilitation Hospital

Mary Free Bed Summary  

We have the great privilege of helping patients and families re-build their lives. It’s extraordinarily meaningful work and the reason we greet the day with optimism and anticipation. When patients “Ask for Mary,” they experience a culture that has been sculpted for more than a century. Our hallmark is to carefully listen to patients and innovatively serve them. This is true of every employee, from support staff and leadership, to clinicians and care providers. 

Mary Free Bed is a not-for-profit, nationally accredited rehabilitation hospital serving thousands of children and adults each year through inpatient, outpatient, sub-acute rehabilitation, orthotics and prosthetics and home and community programs. With the most comprehensive rehabilitation services in Michigan and an exclusive focus on rehabilitation, Mary Free Bed physicians, nurses and therapists help our patients achieve outstanding clinical outcomes. The growing Mary Free Bed Network provides patients throughout the state with access to our unique standard of care

Mission Statement                                                                                                                        

Restoring hope and freedom through rehabilitation.

Employment Value Proposition

At Mary Free Bed, we take pride in our values-based culture:

• Diversity, Equity, and Inclusion. OurCommitment to providing an inclusive environment for patients, families, staff, and community, through embracing Diversity, Equity, and Inclusion T.O.G.E.T.H.E.R.


• Focus on Patient Care.  A selfless drive to serve and heal connects all MFB employees.


• Clinical Variety and Challenge. An inter-disciplinary approach and a top team of professionals create ever-changing opportunities and activities.


• Family Culture.  We offer the stability of a large organization while nurturing the family/team atmosphere of a small organization.


• Trust in Each Other.  Each employee knows that co-workers can be trusted to make the right decision for our family, patients, staff, and community.


• A Proud Tradition. Years of dedicated, quality service to our patients and community have yielded a reputation that fills our employees with pride. 

Summary                                                                                                                                                              

Responsible for and in conjunction with the Therapy Operations Manager for the training, guidance, and  supervision of the Patient Service Representative (PSR) staff at the various off-sites. Assists with leading monthly PSR meetings with Therapy Operations Manager. Works closely with all sites on coverage and staffing. Liaison for closely related UMH-W departments including but not limited to Centralized Scheduling, Pre- authorization, Billing, Health Information, IT, etc. Schedule patient appointments and communicates in all forms with exceptional customer service skills. Keeps up to date on insurance changes, authorizations, etc. and assists in educating all PSR's with these changes. Knowledgeable and competent with the following: EMR, work queues, validating patient charges, notes, authorizations, scripts and various reports from EPIC.

Essential Job Responsibilities                                                                                                  

• Act as a liaison with leader between MFB Human Resources, Education, and Professional Services departments.  Act as liaison for various UMH-W departments including but not limited to IT, Pre-arrival, Billing/Coding department, HIM, Billing, Centralized Scheduling, Pre Auth, for ongoing communication, changes and problem solving.


• Responsible for, and in conjunction with leader, for the training, guidance, and supervision of the PSR staff at the various off sites.


• Assists in leading monthly PSR meetings with Therapy Operations Supervisor.


• Assists and coordinates PSR positions and duties at all sites to include specific updates and changes related to insurance, documentation, EPIC, etc...


• Travel to offsite locations for training, coaching and auditing purposes.


• Completion of monthly audits pertaining to PSR and rehabilitation workflows. Provides recommendations for improvement when necessary.  


• Supports PSR staff in collaboration with leader for insurance, EPIC centralized scheduling system and changes, staffing, EMR, financial questions, charging, etc.  


• Routinely meet with staff in conjunction with leader for updates, training, etc. Assists with initial training of all PSRs to ensure the orientation and experience is consistent amongst sites.


• This position may function as a liaison with UMH-W HIM and Billing in the various coding procedures, billing procedures, revising charges, documentation/insurance updates and a lead in educating staff to the upcoming changes and processes


• Responsible for overseeing daily/weekly coverage and schedules of staff, along with coordinating time off requests of PSR staff.


• Acts as an alternate scheduler for all physical medicine outpatient sites.


• Answers and screens calls, takes messages and institutes action as appropriate


• Ensures UMH-West 3-day new patient policy


• Completes daily and monthly statistical summaries of the PMR department


• Greets and assists all patients, visitors, and hospital staff with proper customer service


• Assists with interdepartmental orientation for new and rotating employees


• Maintain up-to-date scripts and treatment authorizations


• Ensures proper referrals are received and insurance information is obtained for reauthorizations


• Adheres to the standards and policies of the Corporate Compliance Program, including the duty to comply with applicable laws and regulations, and reporting to designated Administrator (or hotline/suggestion box) any suspected unethical, fraudulent or unlawful acts or practices. 


• Ensures proper data collection of therapists productivity reports and monitors therapy work queues in EPIC system regarding:
  
  
  
  • Medicare therapy caps
  
  
  • Patient financial account issues
  
  
  • Therapy charge issues
  
  
  • Registration errors
  
  
  • Billing department claim edits
  
  
  
  

• Embrace Diversity, Equity and Inclusion, by:
  
  
  
  • Treating everyone with dignity and respect
  
  
  • Opening more doors to opportunities for underrepresented cultures
  
  
  • Growing talent and people
  
  
  • Evaluating and eliminating disparities
  
  
  • Taking action against injustices, bias and racism
  
  
  • Honoring our differences and how to collaborate
  
  
  • Educating staff, patients and the communities we care for
  
  
  • Restoring Hope and Freedom, together
  
  
  
  

Customer Service Responsibilities                                                                                         

Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement                                                                               

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications                                                                                                      

• Associate degree in related field


• Previous experience in a responsible departmental position


• Strong computer background in a variety of programs


• Demonstrates excellent interpersonal and customer service skills


• Demonstrates time management and pro-active problem-solving skills


• Efficient at multi-tasking and follow up


• Takes initiative with tasks and staff support


• Proper language, grammar, and mathematical skills


• Independent decision maker

Preferred Job Qualifications                                                                                                      

• Bachelor’s degree in related field


• Bilingual


• Medical terminology exposure


• Electronic Medical Record exposure

Physical Requirements for Essential Job Qualification

Levels:

• None (No specific requirements)


• Occasionally (Less than 1/3)


• Frequently (1/3 to 2/3)


• Majority (More than 2/3)

Remain in a stationary position:

Traverse or move around work location:

Use keyboard: 

Operate or use department specific equipment: 

Ascend/Descend equipment or ladder:

Position self to accomplish the Essential Functions of the role:

Receive and communicate information and ideas for understanding:

Transport, position, and/or exert force:

Up to 10 pounds:  

Up to 25 pounds:

Up to 50 pounds:

Up to 75 pounds: 

More than 100 pounds:

Other weight: Up to_35__ pounds

       Other:

The above statements are intended to describe the general nature and level of work being performed by employees in this classification.  If you require a reasonable accommodation to perform the essential functions of this position, you must request accommodation in writing, within 182 days after you know or should know of the need for accommodation.

Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, veteran status, disability or other legally protected characteristic.