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Beth Israel Lahey Health REHAB SERVICES SECRETARY in Milton, Massachusetts

Job Type: Regular

Time Type: Full time

Work Shift: Day (United States of America)

FLSA Status: Exempt

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

The staff member performs receptionist, clerical, billing, registration and supports the department. The scope of clients include neurological, geriatric, general orthopedic, general acute medical and surgical, sports medicine and industrial patients of varied age groups (children: 6-12 years; adolescence: 13-17 years; adults: 18-65 years; geriatrics: 65 years and older) and with diverse cultural backgrounds. The staff member demonstrates the ability to collaborate with the interdisciplinary health team in coordinating and supporting patient care services.

Job Description:



  1. Accurately completes insurance certifications and recertifications in a timely manner.

  2. Acquires insurance verification and approval for initiation and extension of rehab services. Includes interaction with all insurers and coordination of information from the Physician/ Non-Physician Providers (NPP) office.

  3. Develops effective relationships with insurance contacts.

  4. Documents insurance authorization/referral information including visit and date timeframes as well as details of next step for insurance authorization i.e. Utilization Review Fax number in a timely manner.

  5. Independently assumes new contact procedures when informed of contract.

  6. Informs Director / staff of insurance changes on a regular basis.

  7. Greets patients and informs therapists of their arrival.

  8. Completes admission information for all patients.

  9. Pulls charts and gives to the appropriate staff member in a timely manner.

  10. Maintains medical records in appropriate order.

  11. Communicates with Medical Records regarding need for chart copies for billing purposes. 12. Tracks medical records.

  12. Prepares discharged charts to be transferred to Medical Records in a timely manner as per Hospital procedure.

  13. Answers telephone in appropriate manner. Takes and relays messages. Answers questions or refers calls to the appropriate persons.

  14. Performs copying and collating as needed.

  15. Supplies marketing assistance in the form of calls to office managers, mailings, etc. on an as needed basis.

  16. Maintains outpatient schedules for all physical, occupational, and speech therapists. And provides support to Employee Health Services as needed.

  17. Coordinates Pre-placement physical abilities screenings scheduling with Human Resources

  18. Communicates effectively with patients and family members/support persons (of varied age groups and cultural diversities).

  19. With occasional guidance, performs all duties in accordance with safety and other laws, rules and regulations as set forth by appropriate regulatory and government agencies and in accordance with established department and hospital policies and procedures.


  1. Demonstrates knowledge and skills necessary to provide assistance appropriate to the ages of the patients served.

  2. Makes appointments for patients.

  3. Informs patients on cancellation policy, therapy charges including co-payment, and scheduled appointments at the time of the initial booking.

  4. Takes admission information from patients and schedules initial appointment series.

  5. Promptly informs appropriate therapist with patient feedback as indicated.

  6. Completes patient identification as mandated.

  7. Demonstrates safe work habits. Utilizes appropriate safe patient/material handling equipment and body mechanics at all times.


  1. Establishes appropriate priorities in carrying out daily workload.

  2. Delegates appropriate tasks to Rehab staff.

  3. Takes initiative to complete tasks. Knows limitations and appropriate chain of command.

  4. Provides adequate training and supervision to staff regarding insurances.

  5. Provides adequate training and supervision to support personnel regarding clerical / housekeeping duties.


  1. Promptly informs supervisor of observable hazards in the work area and takes appropriate action.

  2. Documents and addresses equipment problems per Hospital policy.

  3. Maintains daily log on paraffin and freezer temperatures. Immediately follows procedure if temperatures vary from safe ranges.

  4. Cleans freezer per department policy.


  1. Checks and reorders supplies weekly. Notifies supervisor if special purchase requisitions need to be ordered on a timely basis.

  2. Performs billing function for Rehab as needed.

  3. Tabulates daily and monthly statistics as needed.

  4. Coordinates with Credit / Collection and Billing Departments to inform patient of account information.

  5. Collects copayments and records data as specified by Patient Accounts Department


  1. Employee maintains competencies (position specific and hospital-wide) required for the specific patient population served and demonstrates safe work habits,

  2. Participates in appropriate hospital and department in-service and education programs.

  3. Attends insurance meetings to improve and augment skills and knowledge.

  4. Attends seminars/participates in educational opportunities to improve and augment skills and knowledge.

  5. Offers suggestions on inservice topics to improve and augment skills and knowledge of the staff.

  6. Staff member meets with supervisor on a regular basis to discuss feedback evaluations.

  7. Able to establish yearly goals and continually work to achieve goals.


  1. Identifies need for change in policies and procedures and staffing and notifies supervisor.

  2. Identifies need for new programs and discusses with supervisor.


  1. Pulls charts and compiles data for peer review.

  2. Assists in identifying appropriate indicators for the department's Quality Management / Performance Improvement (QM/PI) Program as indicated.

  3. Initiates corrective action when problems are identified.


  1. Perform all duties in accordance with safety and other laws, rules and regulations as set forth by appropriate regulatory and government agencies and in accordance with established department and hospital policies and procedures.

  2. May be required to perform similar or related duties reflective of the level of experience as may be necessary on an emergency, temporary or limited basis or as designated by the Director of Rehabilitation Services.

  3. All job functions are subject to change at the discretion of the Hospital Administration.

  4. The nature of the tasks / responsibilities, required of employees in this position will likely expose them to blood and body fluids. Employees will be oriented to and required to understand and follow universal precautions for infection control. A summary list of tasks / procedures which may cause exposure to blood and body fluids is listed on the Physical Abilities Job Description. Also identified is the protective gear that is available.


  1. High school graduate or equivalent

  2. Two or more years of experience preferred

  3. A Physical Abilities Job Description is a component of this job description.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities and skills required of this position.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more ( about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled