Position Summary:
The Rehab Services Clerk Supervisor oversees a team of clerks responsible for administrative support in the rehabilitation services department. This role is integral to ensuring that the rehabilitation office operates efficiently and complies with all applicable regulations, particularly those outlined by the Centers for Medicare & Medicaid Services (CMS). The supervisor is responsible for managing clerical functions, ensuring accurate documentation, and fostering compliance with CMS guidelines related to patient care, billing, and record-keeping. Additionally, the supervisor will mentor and guide clerical staff, ensuring professional development, quality control, and the seamless execution of daily duties.
Role Qualifications:
- Education: High School Diploma or equivalent required. Associate’s or Bachelor’s degree in Health Administration, Business, or related field preferred.
- Experience: Minimum of 2 years of experience in a healthcare administrative or clerical setting, ideally in rehabilitation or a similar medical environment. At least 1 year of supervisory experience, with a proven track record of leading a team.
- Certifications/Training: Certification in Medical Administration or Medical Billing preferred (e.g., Certified Medical Administrative Assistant (CMAA), Certified Billing and Coding Specialist (CBCS)). CMS compliance training or equivalent preferred.
- Knowledge: Strong understanding of CMS regulations, including Medicare and Medicaid billing processes, and rehabilitation services documentation standards. Knowledge of healthcare privacy regulations (HIPAA).
Position Responsibilities:
- Supervision: Lead and supervise a team of Rehab Services Clerks, providing direction, guidance, and support in day-to-day operations. Conduct performance evaluations, provide feedback, and identify opportunities for employee development. Ensure staff adherence to CMS regulations, company policies, and procedures.
- Compliance and Documentation: Ensure that all clerical work, including patient records, billing documentation, and insurance information, is accurate, complete, and compliant with CMS guidelines. Oversee the proper filing and storage of patient records, ensuring all documentation is handled according to HIPAA and CMS standards. Assist with audits and prepare necessary documentation for compliance reviews.
- Billing and Coding Support: Supervise the preparation and submission of billing claims, ensuring proper coding and adherence to CMS billing guidelines. Resolve billing discrepancies and follow up on claims as needed, collaborating with other departments to resolve issues.
- Training and Development: Train and onboard new clerical staff on CMS guidelines, department processes, and the use of relevant software. Keep up to date with CMS regulations and policies, ensuring the team is well-informed and compliant with any changes in guidelines.
- Customer Service: Serve as a point of contact for patients and families regarding clerical inquiries, providing excellent service and resolution of concerns. Act as a liaison between clerical staff and other departments (e.g., billing, insurance, medical records).
- Operational Efficiency: Manage day-to-day clerical operations, ensuring that patient intake, scheduling, and records management processes are efficient and error-free. Assist with scheduling appointments for rehabilitation services, ensuring the smooth flow of patient care.
- Reporting: Generate and review reports on clerical activities, including billing, patient records, and departmental productivity. Provide management with status updates and improvement recommendations.
Organization’s expectations of Employee:
- Represents North Valley Hospital and facilities positively and professionally by exemplifying the vision, mission, values, and goals of North Valley Hospital.
- Maintains attendance by working the hours of the position. Follows policies and procedures regarding attendance, vacation, holidays, sick leave, and leaves of absence.
- Uses the timekeeping applications efficiently and accurately.
- Adheres to dress code; appearance is neat and clean; wears name badge while on duty.
- Uses good customer service skills by relating to staff/healthcare providers, patients/residents, customers, and the general public courteously and diplomatically under all circumstances.
- Compliance with all organizational policies and procedures.
- Participate in CQI/QAPI activities, NVHD Performance Improvement Initiatives, and Disaster Preparedness education/exercises, and complete duties as assigned in case of emergencies/ICS stand-up.
- Completes mandatory training in a timely manner.
- Demonstrates the ability to make decisions, take appropriate action, and follow tasks through to completion.
- Effectively collaborates with peers and team members, using tactful, diplomatic communication techniques in potentially sensitive or emotionally charged situations.
- Demonstrates leadership responsibility and skills, including planning and completing duties with minimal direction from the supervisor when appropriate.
- Performs other duties as assigned, provided skills, abilities, and qualifications are appropriate and sufficient training is provided.
Physical Demands:
The physical demands and work environment characteristics described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Physical demands: While performing duties of the job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; must have speech, vision, smell, touch and hearing corrected to normal range. The employee must frequently lift/push/pull up to 25 pounds and up to 50 pounds occasionally. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- Mental requirements: Must be able to apply common sense to carry out instructions furnished in written, oral, or diagrammatic form; must be able to add, subtract, multiply, and divide all units of measure; must be able to read, write, and speak clearly.
- Work environment: Works inside in close working quarters with co-workers. The noise level in the work environment is usually moderate.
- Exposures: Muscular strain, body fluids, behavior of clients/patients/residents, infectious material, chemicals/cleaning solutions, potential allergens such as plants/flowers, and noxious odors.
Essential Skills and Experiences:
- Leadership: Demonstrated ability to supervise, motivate, and lead a team of clerical staff, ensuring clear communication and the completion of tasks efficiently.
- Communication: Strong verbal and written communication skills, with an ability to effectively liaise with healthcare professionals, patients, and administrative staff.
- Attention to Detail: Ability to manage large volumes of paperwork and electronic documentation with precision, ensuring that all documentation meets CMS standards for compliance and billing accuracy.
- Problem Solving: Ability to address and resolve clerical issues and discrepancies, often under tight deadlines.
- Time Management: Skilled at managing multiple priorities and ensuring that critical tasks are completed within time-sensitive deadlines.
- Tech-Savvy: Proficient with healthcare management software (e.g., Epic, Cerner, or similar) and Microsoft Office Suite, with the ability to quickly learn new systems.
