Neuro Rehabilitation Coordinator

The Neuro Rehabilitation Coordinator plays a vital role in supporting the daily operations of our multidisciplinary neuro-rehabilitation team, which includes Neuropsychology, Physical Therapy, Occupational Therapy, and Speech Therapy. This position ensures a seamless patient experience by coordinating referrals, verifying insurance, scheduling appointments, and providing front-desk support throughout the patient's visit. The coordinator also manages specialized administrative processes for Worker’s Compensation patients, ensuring compliance with regulatory and payer requirements.

• Receive and process incoming neuro rehab referrals (Neuropsychology, PT, OT, Speech).
• Verify insurance eligibility, benefits, copays/coinsurance, and authorization requirements.
• Communicate insurance requirements, patient responsibility, and authorization status prior to visits.
• Document referral details and insurance outcomes accurately in the EMR system.

Scheduling & Patient Communication

• Schedule neuro rehab appointments promptly, ensuring correct provider and service alignment.
• Confirm patient appointments in advance and send reminders as needed.
• Coordinate follow-up visits, testing sessions, and multi-disciplinary care schedules.
• Manage cancellations, no-shows, and rescheduling per clinic policy.

Front Desk & Patient Check-In/Check-Out

• Greet patients and manage check-in/check-out in a professional and welcoming manner.
• Verify demographics, update forms, and ensure medical records are complete.
• Collect copayments, self-pay fees, and outstanding balances; provide receipts/documentation.
• Review visit summaries and provide clear next-step instructions to patients.

Administrative & Clinical Support

• Ensure documentation, authorizations, and therapist notes are completed and uploaded properly.
• Support providers with scheduling blocks, template adjustments, and patient flow needs.
• Track daily schedules and therapist availability.
• Maintain a clean, organized, and efficient therapy environment.
• Communicate effectively with physicians, therapists, billing, and authorization departments.

Worker’s Compensation Administrative Duties

• Receive and process Worker’s Compensation referrals, ensuring proper documentation from employers, case managers, and insurance carriers.
• Verify claim details, coverage eligibility, and authorization requirements specific to Worker’s Compensation cases.
• Maintain accurate records of claim numbers, adjuster contact information, and employer details in the EMR.
• Coordinate communication between providers, case managers, and insurance adjusters to ensure timely approvals and updates.
• Track visit notes, therapy progress reports, and required documentation for submission to Worker’s Compensation carriers.
• Ensure compliance with state and federal regulations regarding Worker’s Compensation documentation and reporting.
• Monitor deadlines for authorization of renewals, progress reports, and return-to-work forms.
• Provide patients with clear instructions regarding their Worker’s Compensation responsibilities and next steps.

• Education: Associate or bachelor's degree preferred; healthcare administration or related field a plus.
• Experience: Prior experience in medical office coordination, rehabilitation services, insurance verification, or Worker’s Compensation administration is strongly preferred.
• Skills:
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency with EMR systems and scheduling software.
• Knowledge of insurance processes, Worker’s Compensation procedures, and medical terminology.
• Attributes: Professional, detail-oriented, patient-focused, and able to thrive in a fast-paced multidisciplinary environment.