Clinic Director Job Description

Company: Elite Rehab Solutions/Rehab Solutions

Department: Leadership Team

Reports to: Area Director/Upper Management

Position Summary: Manages the day-to-day operations of the assigned clinic and ensures values are enforced and properly communicated to all employees.

Responsibilities and Duties:

1. Implement company initiatives, changes in policy, work schedules, regulations, processes and procedures:

• Become familiar with policy and procedures manual and ensure compliance throughout the clinic from all staff

2. Manage day to day operations of the assigned clinic:

• Office Coordinator Management
  • Oversee Referral Log
  • Oversee DME orders
• Therapy Technician Management
  • Proper limitations/utilization of Techs (Sending Techs home if not needed)
  • Assure cleaning schedule is being followed
• Maintain good relationships with payors
  • Ensure Worker’s Comp progress notes, initial evaluations, and discharges are complete and faxed same day
  • Frequently monitor Medical Records Request Log to ensure attorney’s needs are being met
• Keeping track of hourly employee timecards and approving them in a timely manner
  • Monitor to ensure appropriate clock in/out procedure and location is correct
  • Make sure overtime is not happening without necessary cause

3. Documenting actions taken to resolve conflicts/problems, and report to upper-level management

4. Take appropriate actions to ensure compliance with state and federal laws:

• Make sure all therapists have license up to date
• HIPAA/OSHA compliance is maintained
• CPR/AED certification

5. Collaborate with other Clinic Directors to coordinate coverage if/when needed:

• Track and approve therapists time off/CEU requests
• Ensure traveling/multi-location clinicians are documenting the appropriate location and their mileage in Gusto on weekly basis

6. Focus on metrics including but not limited to: total visits, new referrals, arrival percentage, units per visit, visits per referral, denial/appeal requests, and prescription expirations/progress note completion

7. Pay attention to expenses and budget accordingly:

• Each clinic has a set budget to each month
• Big purchases need to be communicated with upper management for approval

8. Organize and run scheduled staff meeting as appropriate for their clinic staff:

• Meeting frequency is at the CD’s discretion, based of clinic size/needs

9. Assist with marketing strategies to ensure clinic is successful in including physician outreach, community events, sponsorship opportunities, and working together with the other local clinics

10. Communicate with Clinical Coordinators for your area and help set up clinical for PT/PTA students

11. Assist with recruiting, interviewing all staff:

• Initial interviews of possible candidates can be done initially by CD via phone with upper management alerted and kept up to date on process
• Onsite interviews: communicate with HR and upper management

12. Complete 90-day new hire & annual performance reviews of staff therapists, office coordinators, and techs:

• Reviews
  • Keep track of complete review paperwork/documentation
  • Paperwork for reviews are located in “Elite Rehab Solutions” One Drive for GA locations
  • Sign & email completed paperwork to HR once review is complete
  • Communicate with HR and upper management if employee is to be given a raise so it will be reflected on their next paycheck

13. Mentor staff physical therapists, especially new hires and/or new grads

• Onboarding Process
  • Communicate with HR on what paperwork needs to be completed on day one (SS Card/ID copied) HIPAA/OSHA training & Employee Handbook is now provided during Gusto payroll onboarding- employee signs electronically
  • Casamba login established
  • Set up work schedule and educate how to document and schedule on Casamba
  • Gusto: Educate on how to enter hours/request time off

14. Create a fun and engaging working environment

• Birthdays/Anniversary: can be listed in the clinic board and is at the discretion of each individual CD how they celebrate

15. Motivate and encourage staff; lead by example in every aspect of the clinic

16. Communicate with staff on regular basis to ensure overall job satisfaction

• Daily check ins with new grads
• Communicate with Techs on needs for the clinics and weekly inventory
• Communicate with OC’s on scheduling preferences

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Office Coordinator Job Description

Company: Elite Rehab Solutions/Rehab Solutions

Department: Front Office Staff

Reports to: Senior Office Coordinator (SOC) and/or Director of Office Coordinators

Position Summary: Serves patients by greeting and helping them; scheduling appointments; maintaining records and accounts.Verifies and Explains Insurance benefits to patients.  

Responsibilities and Duties:

• Welcomes patients and visitors by greeting patients and visitors, in person or on the telephone; answering or referring inquiries.
• Optimizes patients’ satisfaction, provider time, and treatment room utilization by scheduling appointments in person or by telephone.
• Keeps patient appointments on schedule by notifying provider of patient’s arrival; reviewing service delivery compared to schedule; reminding provider of service delays.
• Comforts patients by anticipating patients’ anxieties; answering patients’ questions; maintaining the reception area.
• Ensures availability of treatment information by filing and retrieving patient records.
• Maintains patient accounts by obtaining, recording, and updating personal and financial information.
• Obtains revenue by recording and updating financial information; recording and collecting patient charges; controlling credit extended to patients; filing, collecting, and expediting third-party claims.
• Maintains business office inventory and equipment by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies; scheduling equipment service and repairs.
• Protects patients’ rights by maintaining confidentiality of personal and financial information.
• Maintains operations by following policies and procedures; reporting needed changes.
• Contributes to team effort by accomplishing related results as needed.

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Physical Therapist Job Description

Company: Elite Rehab Solutions/Rehab Solutions

Department: Clinicians

Reports to: Clinic Director/Area Director

Position Summary: Evaluates patients’ conditions, develops personalized treatment plans, and implements therapeutic interventions to enhance their physical well-being.

Responsibilities and Duties:

• • Facilitating and managing patient care duties following the guidelines established by practice act, licensing board, and under direction of and referral by physician in respective state
  • Overseeing and providing, where qualifications exist, quality patient care according to practice standards of American Physical Therapy Association appropriate to age and disability related to limitation in function
  • Documenting and performing charge related functions
  • Acting as a representative of profession, Rehab Solutions, and person in positive outlook
  • Marketing patient care services to community, physicians, other referral sources
  • Overseeing patient care and clinic billing practices
  • Consult with patients to learn about their physical condition and symptoms and review their medical history and referrals from doctors or surgeons
  • Diagnose movement dysfunction by listening to patients and observing them as they move about
  • Develop an individualized treatment plan
  • Coach patients and teach them therapeutic exercises and stretches to improve their condition
  • Maintain patient records by keeping track of goals and progress while adapting treatment plans accordingly
  • Advise patients and their families on in-home treatment options and what to expect from the recovery process
  • Understand relevant metrics and their impact on the clinic; work to improve metrics to support clinic success
  • Develop a personalized, professional development plan and maintain self-accountability for growth in desired areas, both clinically and professionally

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Therapy Technician (Aide)

Job Description

Company: Elite Rehab Solutions/ Rehab Solutions

Department: Clinic Staff

Reports to: Clinic Director or assigned OC/therapist when CD is not present (TBD by Clinic Director)

Position Summary: Assist PT/PTAs with tasks that are indirectly related to patient care, including performing administrative and clerical tasks, cleaning equipment, preparing treatment areas, and setting up equipment for patients.

Responsibilities and Duties:

• Keeping the gym organized and clean between each round of patient care, cleaning tables, and changing pillowcases
• Being aware and attentive to provide quality assistance to therapists and patients
• Sanitizing gym equipment/chairs
• Setting up patients for exercises recommended by the treating therapist. Notifying therapist when patient has completed the exercise/activity.
• Offering patients water and general comfort courtesies (tissues, towels, etc.)
• Washing, drying, and folding laundry daily. Please do not leave damp laundry overnight.
• Checking waiting room frequently for patients arriving and notifying therapist when patients arrive, especially late patients
• Getting patients back at the top of every hour, asking the therapist what patients should start with
• Preparing heat and ice packs for patients, asking therapists if any modalities will be needed as the end of the hour approaches
• Bathrooms should be cleaned, clinic vacuumed, and supplies restocked (Coffee station, water fridge, bathroom supplies, etc.) on a daily basis
• Ordering needed gym/office supplies
• Refilling cleaning supplies and cleaning hydrocollator as needed
• Scribing for therapists as needed
• Other reasonable/related duties as management assigns

*If there are not specific items from this list that need to be accomplished at a given time, then please interact with patients or find ways to get ahead of work that will benefit the clinic in busier times. Homework or outside work is not permitted unless the supervisor allows. Please limit sitting down in the gym area, and use of electronic devices for personal use is not permitted in the clinic area.

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Physical Therapy Assistant

Job Description

Company: Elite Rehab Solutions/Rehab Solutions

Department: Clinicians

Reports to: Clinic Director/Area Director

Position Summary: Works closely with Physical Therapists and other PTAs to provide rehabilitative care to patients.

Responsibilities and Duties:

• Facilitating and managing patient care duties following the guidelines established by practice act, licensing board, and under direction of and referral by physician in respective state
• Overseeing and providing, where qualifications exist, quality patient care according to practice standards of American Physical Therapy Association appropriate to age and disability related to limitation in function
• Acting as a representative of Rehab Solutions and the Physical Therapy profession in a positive and professional way
• Administering and adhering to plan or care established by PT for each patient
• Marketing patient care services to community, physicians, other referral sources
• Overseeing patient care and clinic billing practices
• Using exercises, stretching, equipment, and hands-on therapy to manage patients’ pain, increase mobility, and prevent further pain and injury 8. Educating patients and family members about the recovery process 9. Consults with physicians and/or other departments about the impact of PT factors on patient health status.
• Maintains patient confidentiality
• Able to perform wound care in relation to surgical procedures to optimize therapeutic outcomes
• Counsel patients and their families on what to do following treatment.
• Observe the patients they are working with before, during and after therapy and report notes to the Physical Therapist.
• Assign specific exercises for the patient and help the patients do these exercises.
• Use devices, such as walkers, and other equipment to help patients regain movement and reduce pain.
• Use a variety of techniques, including stretching exercises and massage, to treat patients.
• Assist patients when moving to and from the therapy area.

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