Hebrew SeniorLife

  • Rehabilitation Services Coordinator

    Job Locations US-MA-Roslindale
    Job ID
  • Overview

    Under the direction of the Business Office Manager, the Rehab Services Clinical Coordinator is responsible for many of the administrative tasks related to the Rehab Department. The clinical coordinator will be the first point of contact for patients seeking care in the THC outpatient clinics and as such, will demonstrate a strong commitment to the philosophy and goals of the mission of HRC, while maintaining excellent customer service and professionalism with patients, outside referral sources, vendors, clinicians and all co-workers. The Rehab Services Clinical Coordinator will be responsible for assisting the LTCH department with LTCH admissions and insurance tracking as well as submitting billing data to the appropriate party for payment.


    • Serve as a communication and information resource for patient services for rehabilitation disciplines such as PT, OT, SLP and Center for Life Long Fitness.
    • Maintain excellent “customer” relations with patients, families, and clinicians.
    • Register and schedule the initial and follow-up appointments for all patients in a timely manner via phone or e-mail following the scheduling process.
    • Problem solve any scheduling conflicts to be in line with scheduling process, patient satisfaction, and employee engagement.
    • Accurately interpret the schedule in order to report on appropriate staffing needs to ensure patient satisfaction, employee engagement, and financial viability.
    • Participate and assist in assuring that all department goals are met.
    •  Assure that all reports are done by the deadline.
    • Maintain and oversee the daily, weekly, and monthly efficiency of the THC schedule in order to assure that we are providing the best possible care for our patients as well as a productive workflow for our therapists
    • Obtain therapy script, demographic information, and medical information on new patients as needed.
    • Verify demographic and billing information for all repeat visit patients as well as insure that all required forms are received, filled out, signed, witnessed, dated, and uploaded into patient record.
    • Assure that all insurance requirements and regulations are met.
    • Input all required information into both Optima and Meditech in a timely manner.
    • Maintain patient charts per department standards.
    • Respond to all requests for information from Fiscal Services.
    • Reply to voicemails and e-mails in a timely manner and forward to the appropriate staff member when needed.
    • Maintain all patient records.
    • Maintain open communication with physician’s offices, homecare offices, staff, and patients to allow for maximum efficiency.
    • Maintain good working relationships with all staff, including clinicians, therapists, administrative, clinic and other support staff.
    • Adhere to established policies, procedures and objectives.
    • Exemplify professionalism and exhibit values that contribute to the achievement of the mission of Hebrew Senior Life.
    • Perform other related duties as required or directed.


    • Introduces self and identifies role to others.
    • Demonstrate “emotional presence” by listening attentively and attending to concerns/needs.
    • Act as an advocate on behalf of patients as needed or as appropriate.
    • Communicates with patients/families/visitors/staff in a manner that conveys respect, caring and sensitivity.
    • Listens and respects others’ opinions.
    • Accountable for staying informed by reviewing memos, emails and other forms of communication.
    • Responsible for communicating and responding to issues and problems in a timely and efficient manner.
    • Responds to patients in all situations with a calm, sensitive and supportive approach.


    Teamwork/Collaboration and Flexibility

    • Demonstrates flexibility.
    • Acts in a manner outside the traditional “role” as needed in order to meet patients’ needs.
    • Promotes a healthy environment by demonstrating trust, mutual respect, visible support and open, honest communication with all members of the team.
    • Involve other team members by sharing information.



    • Follows all policies and procedures set forth by the organization and outlined in HSL’s policy manuals and the employee handbook.
    • Maintains confidentiality of patient and information.
    • Meets all requirements as outlined by regulatory and licensure standards.



    Quality Improvement

    • Communicates issues/concerns to leadership that may require quality monitoring.
    • Offers suggestions and solutions that may improve systems and care.
    • Keeps updated on performance improvement projects at the Health Center.
    • Participates in quality improvement initiatives as may be required.



    • Serves as a resource to the team, new employees, and volunteers (if applicable).
    • Seeks opportunity for professional development by attending internal and external trainings, educational programs and conferences.




    • Safety
    • Practices in accordance with established standards of care for safety of patient, self and co-workers.
    • Identifies and reports basic safety issues or problems (ex. Spills) and takes action whenever appropriate.
    • Identifies and reports errors/potential errors according to policy.
    • Adheres to all infection control policies.
    • Promotes the health and safety of all by following established infection control procedures (i.e., hand washing, use of personal protective equipment)


    • Associates degree in Business or related field preferred.
    • Two to four years medical office experience.
    • Knowledge of data entry, records maintenance and reporting using scheduling software and related policies and procedures.
    • Demonstrated proficiency in the use of pertinent computer software/systems (excel, word, power point) including reporting and maintenance.
    • Prior use of Meditech, Optima or a Practice Management System is preferred.
    • Professional, proactive, collaborative, and conscientious.
    • Exemplary organizational skills.
    • Motivated to learn and flexible to change.
    • Ability to multitask and problem solve.



    1. Physical Requirements:
    • Some lifting of supplies and equipment.
    • Some reaching, stooping, bending, and crouching.



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