Rehabilitation Technician / Front Office Coordinator

Description

Department: Rehabilitation Services

FLSA Status: Non-Exempt

Reports To: Rehab Front Office Supervisor

Supervises: None

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Position Summary

The Rehabilitation Technician / Front Office Coordinator provides both clinical and administrative support within the outpatient rehabilitation department. This position assists Physical and Occupational Therapists with implementation of treatment plans while managing patient registration, scheduling, insurance verification, payment collection, and front desk operations to ensure efficient clinic flow and exceptional patient service.

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Essential Duties and Responsibilities

Clinical Support

• Assist Physical and Occupational Therapists with patient care and prescribed treatment plans.
• Instruct and supervise therapeutic exercises as directed by licensed therapists.
• Assist patients on the rehabilitation floor to promote safety and efficiency.
• Maintain a clean, organized, and safe treatment environment.
• Clean, maintain, and store therapy equipment according to infection control and safety standards.
• Monitor and report patient safety concerns, including fall risks.
• Assist with supply inventory, stocking, and organization.
• Support Lead Rehab Tech and Supervisor with special projects.
• Maintain strict patient confidentiality in accordance with HIPAA guidelines.

Front Office / Administrative Support

• Perform patient check-in and check-out procedures.
• Schedule, confirm, and manage patient appointments, including next-day evaluation confirmations.
• Verify patient demographics, insurance eligibility, and referral information.
• Prepare intake packets and ensure required documentation is completed and scanned into EMR.
• Communicate visit costs and explain insurance benefits to patients as appropriate.
• Collect patient payments and reconcile daily batches.
• Manage cancellations and waitlists according to department protocol.
• Answer incoming calls and manage multi-line phone systems.
• Review, distribute, and process incoming faxes.
• Create and maintain patient charts.
• Coordinate scheduling of required progress notes.
• Confirm DME proof of delivery and ABN documentation.
• Collaborate with therapists and staff regarding referrals and scheduling needs.

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Qualifications

Education

• High school diploma or GED required.
• Technical training or Bachelor’s degree in Kinesiology, Exercise Science, or related field preferred.

Experience

• One (1) year of experience in an outpatient rehabilitation or healthcare setting preferred.

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Knowledge and Competencies

• Knowledge of therapeutic exercise application under therapist direction.
• Understanding of medical terminology and rehabilitation practices.
• Familiarity with clinic policies, safety standards, infection control, and quality assurance.
• Proficiency with Electronic Medical Record (EMR) systems and general computer applications.
• Knowledge of insurance verification, referral processes, and patient eligibility requirements.
• Strong customer service and professional communication skills.
• Ability to recognize and respond to patient safety concerns.

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Skills and Abilities

• Strong organizational and multitasking abilities.
• Effective verbal and written communication skills.
• Ability to maintain professionalism in a fast-paced clinical environment.
• Ability to establish and maintain positive working relationships with patients, providers, and staff.
• Dependable, detail-oriented, and service-focused.

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Work Environment

• Combination of outpatient clinical and front office environment.
• Frequent interaction with patients, families, providers, and staff.

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Requirements

Organizational Requirements

Compliance with all organizational policies and procedures.

Completion of required safety, OSHA, and compliance training.

Acknowledgment of Employee Handbook.

Adherence to Compliance Program standards.

Physical Requirements

Prolonged periods of sitting and standing.

Frequent bending, stretching, kneeling, squatting, and overhead reaching.

Manual dexterity for keyboarding and office equipment.

Ability to assist patients with transfers.

Ability to lift up to 50 pounds from floor to waist.