Rehab Front Office Registrar

1.0 FTE

This is a union position

Monday - Friday 0800 to 1700

JOB SUMMARY

The Rehab Front Office Registrar supports the daily operations of a multidisciplinary therapy department including but not limited to Physical Therapy, Occupational Therapy and Speech Therapy by managing patient registration, scheduling, insurance authorization workflows, documentation tracking, and communication between providers, patients, and administrative staff. This role ensures the clinic runs efficiently, schedules remain full, and all compliance-related requirements are met.

ESSENTIAL DUTIES AND RESPONSIBILITES

• Register patients upon arrival, verify demographics, update insurance information and ensure all required data is accurate.
• Collect co-pays and outstanding balances at check-in and provide receipts.
• Provide patients with intake/registration packets and assist with completion as needed
• Scan all required documents into the EMR promptly and accurately.
• Schedule new and returning patients for PT, OT and ST; maintain full and efficient therapist schedules. Communication with therapists about plan of care extensions and scheduling extensions based upon therapist decisions.
• Monitor cancellations and no-shows; notify therapists immediately and fill openings whenever possible.
• Keep daily operations moving smoothly while supporting productivity goals for the entire department.
• Obtain initial insurance authorizations, verify coverage and track authorization limits for continued care.
• Notify therapists when progress notes or updated documentation are required for ongoing authorization.
• Track therapy cap usage and inform therapists when KX modifiers are needed.
• Obtain external medical records such as post-op protocols or prior therapy notes.
• Monitor missing or incomplete documentation and communicate with providers to ensure timely completion.
• Track missing billing tied to documentation and follow up with therapists to prevent delays in claims submission.
• Track inpatient and outpatient therapy census daily and communicate changes to therapists.
• Keep therapists informed of schedule changes, cancellations, authorization needs and documentation requirements.
• Perform related duties as assigned by management.

PROFESSIONAL REQUIREMENTS

• Actively checks and responds to emails and QLIQ account throughout the workday.
• Completes all mandatory education within given timeframe.
• Maintains regulatory requirements.
• Reports to work on time and as scheduled.
• Wears identification while on duty; uses computerized punch time system correctly.
• Represents the organization in a positive and professional manner in the community.
• Attends annual review and department in-services as scheduled.
• Attends at least 75% of staff meetings; reviews all monthly staff meeting minutes.
• Actively participates in the department’s quality improvement (QI) activities.
• Complies with all organizational policies regarding ethical business practices and the employee handbook.
• Communicates the mission, vision and values of the organization as well as the focus of the department.
• Meets dress code standards for the department; appearance is neat and clean.
• All Ferry County Health employees are required to maintain confidentiality in accordance with organizational policy, state and federal regulations, including not but limited to, the Health Insurance Portability and Accountability Act (HIPAA).

JOB KNOWLEDGE & QUALIFICATIONS

Education and/or Work Experience Requirements

• High School Diploma or equivalent is required.
• Experience in a medical front office or therapy clinic is preferred.
• Strong understanding of insurance authorization processes.
• Excellent communication and multitasking skills.
• Proficiency with EMR systems and scanning workflows.
• Ability to maintain accuracy in a fast-paced environment.

Benefits:

• Medical/Dental/Vision – (Employer pays 100% of Employee premiums)
• 457(b) Simple IRA – 3% match
• Life Flight and Airlift NW Insurance - Employer Paid
• PTO
• EIB
• Local Discounts
• Employee Assistance Program