Job: Administrative Assistant, Rehab Lead

This posting has expired and is no longer available.

Jobing Description

Location:Bremerton Hospital
Zip Code:98310
Department:Physical Therapy - Bremerton, 72001
Shift Hours:Monday-Friday, 0730-1600, occasional evening and Saturday coverage.
Job Type:Full-time
On-Call Required:No
Rotating Weekends:No
Rotating Holidays:No



The Lead Administrative Assistant is responsible for keeping the Department of Rehabilitation Services organized and running smoothly with the help of the rehabilitation staff. Specific areas include the management and updating of patient files, coordination of patient care between providers, patient scheduling, assuring payment for services rendered, and representing rehabilitation services in a positive manner to all clients entering the department. This job requires a solid understanding of medical terminology, effective organizational skills and strong communication and interpersonal skills.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Certification as a Certified Medical Assistant or equivalent experience is highly recommended.


Current Basic Life Support (BLS) for Healthcare Providers through American Heart Association.

Certificate as a Medical Assistant.


Continuing education and/or licensing requirements: Must maintain certification as a medical assistant and BLS


No experience required if already certified as a CMA


Knowledge of rehabilitation clinic administrative functions. Demonstrated skills in verbal communication and listening; excellent customer service skills. Understanding of administrative aspects of medical records; knowledge of medical terminology. Demonstrated skills in understanding and maintaining confidentiality. Ability to use a personal computer and associated software including word processing, spreadsheets, etc. Demonstrated skills in collaboration, teamwork and problem-solving to achieve goals.


Exposure to Hazardous Chemicals or Substances and/or Infection: Risk of exposure to infectious disease during all patient contacts

Exposure to Bloodborne Pathogens:Risk of exposure to bloodborne pathogens during all patient contacts

Personal Protective Equipment Required: Personal protective equipment required during patient treatment activities, which create a risk for exposure to bloodborne pathogens and infectious diseases


Assists the Director and Supervisors in coordinating patient care between all appropriate care providers including physical therapists, occupational therapists, and speech pathologists, as well as members of the patient care team outside of the department. Represents the department to individuals from the community touring the facility. Represents the rehabilitation clinic in the community through participation in professional organizations and/or community service organizations. Oversees the entering of all rehabilitation services statistics including monthly statistical data; provides regular feedback to staff and supervisor regarding accuracy of submitted data. Maintains and updates all departmental statistics including monthly statistical summaries, productivity and variances for cost centers. Does not let statistical summaries fall more than 5 days behind and has monthly tracking sheets completed by the end of the first week of the following month. Coordinates the clerical volunteer/student program to assure that all volunteers and students are provided with initial placement information and are oriented to the facility; maintains a regular staffing of clerical volunteers to assist with administrative functions. Assists supervisor and director with timely & accurate submission of requests for revisions to the rehabilitation services chargemaster. Is able to use software expertise to develop new forms as requested by the department director. Uses expertise to improve the skills of other members of the rehab team. Produces documents and written information for the department including staff memos, and meeting minutes; acts as confidential secretary,when required, to the acute rehab manager and the Director of Rehabilitation services; maintains the confidentiality of all sensitive material. Greets all customers entering clinic and assures all immediate needs are met. Assures that the receptionist responsibilities of this position are adequately covered before leaving desk for other responsibilities. Answers and routes departmental telephone calls as needed to coordinate business of department. Retrieves and acts upon voice mail messages. Demonstrates independence with all hospital based communication systems. Responds to all telephone calls before they switch to voice mail. Requests assistance from others to answer phones when unavailable. Gathers all necessary patient information for seamless and efficient patient registration; ensures all necessary information in received, current, and accurate before the patient is treated; assures accurate and timely submission of daily charges from therapists into the STAR system; routinely provides accurate billing of services provided within the service without requiring excessive corrections. Prepares and maintains outpatient records. Monitors payment status for all outpatients and coordinates with therapist, payer, and patient to assure payment for services. Achieves a 95% or better payment rate from pre-authorized payers. Follows up with all administrative assistants and health unit coordinators to ensure standardization of approach to clinic operations; reviews all clinic specific administrative documents to ensure standardization in documentation and all administrative procedures. Ensures accurate and timely documentation of all meetings by either delegating or completing minutes; ensuring electronic dissemination through e-mail or shared file access. Acts as liaison between medical records and patient accounts to address all issues of medical record requests and payer denials; delegates to clinics and follows up on requests for additional documentation by payers. Performs other duties as assigned. Must have regular, reliable, predictable attendance in performance of essential job functions.

During an emergency, disaster, or catastrophic event, which places life or property in jeopardy, employee may be assigned to any disaster service activity that promotes the protection of public health and safety. Assignment might require serving at a location, at times and/or under conditions that significantly differ from employee's normal work assignments. As an employee of Harrison Medical Center, employee may be directed to perform a role other than their regular job, by a superior or by law.

Additional Responsibilities:

  • Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor at all times.
  • Adheres to and exhibits our service standards:
    • Care about me - We put the patient at the center of every decision we make and tailor the hospital experience to the patient's needs.
    • Keep me safe - We adhere to strict safety procedures, and seek new knowledge and experience in pursuit of continuous improvement.
    • Help me heal - We address our patients' physical, spiritual, and emotional needs with the most advanced medicine available and a warm, caring environment.
  • Maintains confidentiality and protects sensitive data at all times.
  • Adheres to organizational and department specific safety standards and guidelines.
  • Works collaboratively and supports efforts of team members.
  • Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community.

About Harrison Medical Center:

For more information about what it's like to be part of the Harrison team and live in the Kitsap area, please visit

Harrison Medical Center is an Equal Opportunity Employer