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Administrative Assistant Rehabilitation - Full Time - 1802021 

Job Title: Administrative Assistant  

Department: Rehabilitation  

Reports To: Director of Rehabilitation  

Status: Full-Time Non-Bargaining

Exempt: Nonexempt

Date: June 28, 2021 

Primary Purpose: Provides administrative support to the Rehabilitation Department and  Director.  


Supervisory Responsibilities:  

  • None.  



  • Answer telephone phone calls promptly and relay messages to appropriate personnel.

  • Greet and assist patients, visitors, and staff.  

  • Resolve patient or visitor questions and/or direct to the appropriate resource.  

  • Coordinates therapists’ schedules, entering appointments into  EMR. Calls all patients to schedule initial and ongoing appointments. Places patient reminder calls the day before the scheduled appointment. 

  • Communicates with physician offices and insurance companies. Assures appropriate referral documentation and insurance pre-authorizations are received. Provides ongoing reports and communication as needed to referring physicians.

  • Works collaboratively with the Director of Revenue Cycle to assure referrals,  reauthorization, and other insurance requirements are met to enable billing and receipt of payment for services.  

  • Prepares and maintains departmental patient and administrative files. 

  • Assists Director by maintaining Rehabilitation's professional staff in-service education, competency, and evaluation and licensure records. 

  • Assist director with employee timekeeping; maintains employee schedules and tracks time off requests.

  • Assist the director by maintaining rehabilitation professional staff in-service education,  competencies, evaluations, and licensure records.  

  • Assist the director in coordinating new hire interviews and the selection process.  

  • Orders and maintains departmental patient care and office supplies. Follows purchase requisition procedures.  

  • Complies with all hospital and departmental policies and procedures, safety program requirements, corporate compliance program standards of conduct, and all applicable statutes,  rules, and regulations.  

  • Maintains skills and knowledge through participation in educational programs, reading literature, attending workshops, and maintains affiliation with profession’s organization if applicable. 

  • Performs other duties assigned.  


Physical Demands:  

  • Prolonged periods of sitting at a desk and working on a computer.  

  • Must be able to lift up to 15 pounds at times.  


Mental Demands:  

  • High concentration and alertness level required, with frequent attention to detail motivated self-starter; results driven with strong desire to succeed.  

  • Focus on one source of sound and ignore others.  


Communication Demands:  

  • Communicate directly, clearly, and effectively with supervisor, other employees, and department heads. 

  • Coordinate work with employees and department heads in a professional manner.

  • Be approachable; relate well to others; be receptive to feedback, and articulate clearly.

  • Actively listens and gets clarification to identify and resolve problems in a timely manner.

  • Speaks clearly and persuasively in positive or negative situations. 

  • Ability to work with others in a team environment.



  • Excellent verbal communication skills.  

  • Ability to communicate information to employees and department heads in a clear and  concise manner.  

  • Ability to work with a team and to carry out assignments to completion within parameters of  instructions given, prescribed routines and standard acceptable practices.  

  • Computer literate with working knowledge of MS applications, particularly Outlook. 

  • Ability to prioritize tasks by importance.  

  • Excellent time management skills.  



  • High school diploma or equivalent.  



  • One (1) year experience in administrative assistant role.  

  • Computer and Microsoft office experience preferred.  

  • Customer service skills and experience.  


The above information has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a  comprehensive inventory of all duties, responsibilities, and qualifications required doing this job. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

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