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Rehab Patient Access Specialist-Full-time Days

Company Description

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better healthcare, no matter where you work within the Northwestern Medicine system. At Northwestern Medicine, we pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, we take care of our employees. Ready to join our quest for better?

Rehabilitation Services at Northwestern Medicine is a collaborative, multi-disciplinary team within our growing, nationally recognized health system that provides world-class care at 10 hospitals and more than 200 locations in communities throughout Chicago, the suburbs and northern Illinois. Together with Northwestern University Feinberg School of Medicine, we are pushing boundaries in innovative care delivery, training the next generation of rehabilitation specialists, and pursuing excellence in patient care. 

Rehabilitation Services values building relationships with our patients and their families, understanding the needs of our clinical and non-clinical staff, and providing opportunities for professional development, mentorship, and program development. Our integration with hospitals and clinics across Northwestern Medicine make it possible for us to serve more patients, closer to where they live and work. While each of our locations has a unique story, Rehabilitation Services at Northwestern Medicine is unified under one mission – Patients First.

Job Description

The Rehab Patient Access Specialist role reflects the mission, vision, and values of NM, adheres to the organization's Code of Ethics, Corporate Compliance Program and complies with all relevant policies, procedures, guidelines and all regulatory and accreditation standards.

This position performs department-based reception and clerical functions.

Responsibilities:

  • May act as a receptionist for the department, greeting staff and customers in a polite manner, and referring to appropriate staff when needed.
  • Answers department telephone calls in a polite manner, communicating messages appropriately and clearly to all staff members.
  • Is customer oriented and able to communicate and work effectively with all levels of staff and department customers. 
  • Successfully takes on special projects as needed.
  • Utilizes critical thinking skills to successfully demonstrate the ability to prioritize and complete work quickly as the needs of the department change.
  • Coordinates all clerical work for the department with senior/clinical coordinator/manager/director as appropriate.
  • May coordinate with Senior/Clinical Coordinator/Manager/Director to process department invoices/purchase requests.
  • Maintains appropriate levels of all supplies for the department. 
  • Independently manages the DAR (Department Appointment Report) in EPIC for the respective department.
  • Schedules, confirms, and reschedules patients for visits at Rehabilitation Services and its satellite locations.
  • Follows the necessary requirements of the department, which can include completion of questionnaires and coordination with other departments.
  • Appropriately schedules new evaluations and follow up appointments, cancellations, rescheduling and wait list.
  • Appropriately and efficiently "arrives" patients for process workflow.
  • Completes end of day processing per EPIC policy. 
  • Follows Rehabilitation Services and/or CDH Policy and Procedure/Guidelines for scheduling new patient evaluations.
  • Accurately identifies patient MRN to avoid duplication of records in system.
  • Obtains and updates patient demographic, insurance and billing information.
  • May independently access the Unscheduled Orders Work Queues on a daily basis (during normal business hours) and maintains departmental expectations (all new orders will receive initial phone call within 24 -48 hours).
  • May independently monitor and maintain other assigned Rehabilitation Work Queues based upon registration. 
  • Follows Rehabilitation Services Guidelines and policies in regard to subsequent patient scheduling in order to maximize therapist productivity and time. (Effective use of wait list, scheduling of new evaluations, independently adding paperwork time in instances where a therapist is required to see a high number of new evaluations or has a backlog of documentation).
  • May collect cash and credit card payments and ensures all payment collection and documentation meets current standards.
  • Follows the necessary requirements for daily reconciliation and balancing.
  • May independently manage therapist's monthly schedules/templates.
  • Schedules meetings and huddles as requested by therapist or Senior staff member.
  • Works with Senior to block scheduled PTO time and/or sick time appropriately.
  • May independently make "new evaluation confirmation phone calls" to all new evaluations the day before the scheduled appointment and create "shadow charts" administering all associated paperwork for these patients. 
  • Completes order entry and evaluating orders.
  • Determines when it is appropriate to consult with technician for interpretative purposes.
  • Assists patients to obtain orders not in the EPIC system. 
  • Understanding of scanning: possesses thorough understanding of the scanning process. This understanding includes the user's ability to recognize registration and clinical documents and perform accurate indexing within the electronic record. 
  • Independently manages Rehabilitation Work Queue 3111 to monitor and maintain "visits not authorized" to ensure proper authorization is received in a timely manner.
  • May assist in clinic set up/clean up including hot pack/cold pack machine cleaning and temp logs, eye wash log.
  • Assists Manager/Senior Staff in monitoring charges via accessible Work Queues in EPIC. Independently makes corrections to pending Work Queue items with or without guidance from supervisor.
  • Manages faxing documentation to insurance companies and/or physician offices for authorization and signatures for Plan of Care as appropriate.
  • Works with Coding, Patient Accounts and Financial Clearance Center to ensure all patient accounts are registered accurately for timely billing and management of patient accounts.

Qualifications

Required:

  • Two years’ experience in front office with computer experience
  • High School graduate
  • Successful completion of EPIC training for scheduling and registration

Additional Information

Northwestern Medicine is an affirmative action/equal opportunity employer and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Average salary estimate

$45000 / YEARLY (est.)
min
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$40000K
$50000K

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What You Should Know About Rehab Patient Access Specialist-Full-time Days, Northwestern Memorial Healthcare

Are you ready to make a difference in people's lives? Join Northwestern Medicine as a Rehab Patient Access Specialist and become part of a team that puts patients first! Located at 25 N. Winfield Rd., Winfield, IL, this full-time days position is key to ensuring a smooth experience for patients seeking rehabilitation services. As a vital member of our collaborative, multi-disciplinary team, you’ll interact with patients and staff daily, greeting everyone warmly and making sure that all inquiries are handled effectively. Your strong communication skills will shine as you answer phone calls, coordinate appointments, and manage patient demographic data with precision. This role also invites you to utilize your critical thinking skills, as you prioritize tasks in a fast-paced environment while managing special projects on top of your regular duties. We're proud to deliver top-notch care across our extensive network of hospitals and clinics, and in this position, you’ll play a pivotal role in that mission. From scheduling new evaluations to maintaining department supplies and managing therapist schedules, every task you undertake contributes to a seamless workflow. Enjoy professional development opportunities and a treasure trove of employee benefits, including tuition reimbursement and 401(k) matching. So, if you're looking for a rewarding and dynamic work environment at a respected health system, Northwestern Medicine could be your next workplace adventure!

Frequently Asked Questions (FAQs) for Rehab Patient Access Specialist-Full-time Days Role at Northwestern Memorial Healthcare
What responsibilities does a Rehab Patient Access Specialist at Northwestern Medicine have?

As a Rehab Patient Access Specialist at Northwestern Medicine, your responsibilities include greeting patients and staff, answering phone calls, coordinating appointments, and managing the Department Appointment Report (DAR) in EPIC. You'll also be responsible for scheduling new evaluations, maintaining accurate patient demographic information, and ensuring effective communication between departments.

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What qualifications are needed for the Rehab Patient Access Specialist position at Northwestern Medicine?

To qualify for the Rehab Patient Access Specialist role at Northwestern Medicine, you should have at least two years of experience in a front office setting, along with computer proficiency. A high school diploma is required, as well as successful completion of EPIC training for scheduling and registration.

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How does the Rehab Patient Access Specialist role fit into the team at Northwestern Medicine?

The Rehab Patient Access Specialist at Northwestern Medicine plays a crucial role within a multi-disciplinary team focused on delivering exceptional patient care. By being the first point of contact for patients and staff and managing various clerical tasks, you help ensure that the entire team operates smoothly, enhancing the overall patient experience.

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What benefits do Rehab Patient Access Specialists receive at Northwestern Medicine?

Rehab Patient Access Specialists at Northwestern Medicine enjoy a range of competitive benefits, including tuition reimbursement, loan forgiveness programs, 401(k) matching, and various lifecycle benefits that support your personal and professional growth.

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How can I prepare for my interview for the Rehab Patient Access Specialist position at Northwestern Medicine?

Preparation for your interview at Northwestern Medicine as a Rehab Patient Access Specialist can involve researching the organization’s mission and values, reviewing job responsibilities, and practicing responses to common interview questions related to patient access and front office operations. This will help you convey your enthusiasm for joining the team.

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Common Interview Questions for Rehab Patient Access Specialist-Full-time Days
Can you describe your experience with front office operations in a healthcare setting?

When responding, highlight specific responsibilities you've had, such as patient scheduling and managing demographic data. Discuss how these experiences have prepared you for the role of Rehab Patient Access Specialist at Northwestern Medicine.

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How do you prioritize tasks when managing a high volume of administrative duties?

Provide examples from your past positions about prioritizing tasks effectively. Discuss your use of lists, time management techniques, or software tools that help you stay organized and meet deadlines.

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What strategies do you use to communicate effectively with patients and staff?

Discuss your approach to communication, emphasizing active listening, clear verbal communication, and the importance of empathy. Share examples that showcase your communication skills in action.

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How familiar are you with EPIC and its functionalities?

If you have experience using EPIC, provide details about the specific modules you've worked with, such as scheduling and registration functionalities. If not, emphasize your ability to learn new systems quickly based on your upcoming training.

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How do you handle stressful situations in the workplace?

Share examples of stressful situations you've encountered and the techniques you used to keep calm and focused, such as communication or seeking help when necessary.

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What would you do if you noticed a scheduling error that affected multiple patients?

Explain how you would address the situation promptly by notifying the affected patients, correcting the scheduling issue, and implementing measures to prevent future errors.

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How do you ensure accuracy in data entry and patient records?

Discuss the methods you use to double-check your work, such as reviewing data against original documents, and your familiarity with compliance guidelines in healthcare record management.

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What are your thoughts on patient-first philosophy in healthcare?

Emphasize the importance of patient-first care by sharing examples of how you prioritize patient needs in your previous roles and how that aligns with Northwestern Medicine's core values.

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Can you give an example of a time you took on a special project?

Narrate a specific example highlighting your initiative, teamwork, and the successful outcome of the special project that you were involved in, especially if it can relate to healthcare operations.

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Why do you want to work at Northwestern Medicine as a Rehab Patient Access Specialist?

Be genuine in your response, expressing your alignment with their mission, your respect for their patient-first approach, and how your skills and experiences make you a great fit for the team.

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Northwestern Medicine is the collaboration between Northwestern Memorial HealthCare and Northwestern University Feinberg School of Medicine. The entities involved in Northwestern Medicine remain separate organizations. Northwestern Medicine is a t...

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December 22, 2024

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